Roles and responsibilities
Must be authorized to work in the United States
W2 with full benefits
Some travel may be required
Offer contingent on ability to successfully pass a background check and drug screen
Columbus Technologies and Services Inc. is a strategic supplier and business partner to the federal government and its key suppliers. Through our partnership with the National Institutes of Health, Columbus offers administrative, IT, engineering, scientific, and healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world. We are currently seeking a Operations Coordinator 5 to work onsite with the National Institutes of Health in Bethesda, MD.
This is a long-term position which offers:
- Competitive salary
- Tremendous growth opportunity
- Opportunity to work at NIH, the world's foremost medical research center
- Learn more about what Columbus can do for you at www.columbususa.com
• Oversee and organize all aspects of recruiting processes, beginning with CV triage, phone interviews, in person visit, prepare seminar for interviewee, debrief meetings with interviewers and reference checks.
• Oversee New Hire Orientation for Office Employees including:
• Inspection of work space
• Coordination of telephone, laptop, electronic devices and office supplies
• Overview of organizational chart, mandatory meetings and important contacts
• Ensure that they are on the correct email distribution lists
• Review of NINDS intranet and NIH websites
• Set up and format spreadsheets to analyze information.
• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms.
• Compose and track Official Duty Activities memorandum for the Ethics Office to ensure the staff proposed travel and Non HHS activities are approved without conflict of interest.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Update and maintain spreadsheets, databases, budget records and contact databases.
• Compile data and create and maintain slides for presentation utilizing computer programs
• Update and maintain calendars and shared calendars for multiple staff members.
• Organize weekly departmental meetings, take minutes, and follow up on actions.
• Coordinate meetings, workshops and courses for staff; make arrangements for conference rooms and audio visual requirements; prepare agendas and briefing materials.
• Maintain office records including office procurements and reimbursement procedures.
• Provide support with timekeeping duties.
• Track, record and direct manuscripts to reviewers.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Maintain branch file systems for correspondence and projects.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
• Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise.
• In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Compose correspondence requiring some understanding of technical matters within the program.
• Bachelor’s degree in a related discipline.
• Minimum of eleven (11) years of related experience.
• Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint).
• Knowledge of organizational travel, budget and purchasing systems.
• Strong communications skills, both oral and written.
• Excellent analytical, organizational and time management skills.
• Demonstrated ability to plan, organize and prioritize work in an environment with multiple and conflicting demands.
• Energetic, motivated and proactive in meeting deadlines.