Position Objective: Provide services as an Operations Coordinator in support of the overall functions of the National Cancer Institute (NCI) within the National Institutes of Health (NIH).

Duties and Responsibilities:

• 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, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.

• Coordinate meetings, workshops and courses for staff; schedule conference rooms.

• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.

• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff

• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.

• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.

• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.

• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.

• Set up and format spreadsheets to analyze information.

• Prepare all documents required for new appointments, renewals and terminations including all documents needed for

• visas.

• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time

• and attendance, accessions and separations.

• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.

• Enter requests for office supplies using POTS. 5

• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.

• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.

• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.

• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.

• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow. 4

• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors. 3

• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.

• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency. 2

• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions. 1

• FPS packages - Ad-Hoc

• POTS orders - Ad-Hoc

• Maintained calendars - Daily Travel packages - Ad-Hoc

• Clear communications to branch personnel – Weekly

• Inspect Equipment - Quarterly

• Meet with lab members to present updates – Bi-Weekly

  Basic Qualifications:

• Bachelor’s degree in Biology, Life Sciences or a related discipline .

• Minimum of six (6) years of related experience.

• Skilled in MS Office, WebEx, Teams, Concur, and Zoom.

• Knowledge of project management, website content management, meeting coordination, travel planning, executive level administrative support, expense reconciliation, purchasing, project management/planning, timekeeping, fellowship program management, calendaring, and travel planning.

• Knowledge of the Federal Travel Regulation.

  Minimum Qualifications:

• Ability to multi-task and pay close attention to detail.

• Excellent analytical, organizational and time management skills.

• Strong communication skills, both oral and written.

  *This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

  GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

  This position is contingent upon contract award.

Requisition ID: 7124