Operations Coordinator, Odyssey Systems, Bethesda, MD

Operations Coordinator

Odyssey Systems
Bethesda, MD

Job description

We are currently searching for an Operations Coordinator to support the operations, budget, and service coordination for the NIH Ombuds Office. This is a full-time, on-site opportunity in Bethesda, MD.

Duties include, but not limited to:

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

Coordinate staff responses to data calls from the Office of the Director.

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

Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.

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

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.

Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending and track spending pattern and needs for internal tracking.

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.

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

Develop, maintain, and utilize various administrative databases.

Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.

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.

Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.

Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.

Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.

Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Coordinate, track, and act as liaison for human resource activities, issues, and functions.

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

Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.

Provide information to program staff on policies and procedures for government travelers and invited guests.

Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.

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.

Review all personnel packages and advise program personnel on HR regulations and policies.

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

Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

Set up and format spreadsheets to analyze information.

Work with staff to justify the annual administrative budget, which includes monies for equipment, supplies, services, publications, magazines, training costs, and any projected personnel.

Assemble Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files.

and summarize data, background information and other materials from source materials or automated systems.

Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.

Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.

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.

Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.

Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.

Maintain office records including office procurements and reimbursement procedures.

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

Enter requests for office supplies using POTS.

Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.

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 Sun

flower Property System to support property management activities.

Manage office records and spreadsheets including office procurements, reimbursements, and property.

Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.

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.

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

Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization.

Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.

Coordinate all administrative aspects of special projects.

Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.

Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development, and analysis of information to support decision alternatives.

Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans.

Conduct project close out reviews to reflect current processes and identify areas for improvement.

Minimum Required Qualifications:

Citizenship: Must be a US citizen or Green Card holder

Clearance: Public Trust (able to obtain)

Education: Bachelor s Degree

Experience: 8 Years


Expense reconciliation, project management/planning, timekeeping, fellowship program management

Project management, website content management

Executive level support

Travel planning

Data analysis





MS Office




Additional Information:

Location: Bethesda, MD

Travel: None

Remote, Onsite, or Hybrid: Onsite


Odyssey Systems Consulting Group, is an innovative small business committed to providing world-class technical, management, and training support services to government and public sector clients. We focus on people, processes, and performance to deliver superior results. Since our inception in 1997, our commitment to mission success and customer satisfaction has been recognized with exponential growth and exceptional past performance ratings. We accept challenging assignments and drive projects from the planning stages, through implementation, and into operations and support.

Please note: Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

ID: 2023-3882

Hours/Week: 40

External Company Name: Odyssey Systems Consulting Group, Ltd.

External Company URL:

Street: 9000 Rockville Pike


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