Odyssey Systems Consulting Group, Ltd.

Operations Coordinator

Job Locations US-MD-Rockville
Full Time
Location : Name
National Cancer Institute (NCI)

Position Summary

We are currently searching for a Operations Coordinator who will independently provide support services to satisfy the overall operational objectives of the Center for Global Health (CGH), National Cancer Institute (NCI). The primary objective is to provide services and deliverables through performance of support services. This is a full-time, on-site opportunity in Rockville, MD.


Duties include, but not limited to: 

  • 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.
  • 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.
  • Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
  • 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 support for various procurement and administrative tasks.
  • Coordinate meetings, workshops, and courses for staff; schedule conference rooms.
  • Provide executive level support to senior leadership team members.
  • Maintain calendars for senior level staff members; prepare daily briefing books as needed that include materials for the daily meetings, independently establish appointment priorities, or reschedule or decline appointments or invitations.
  • Schedule and coordinate weekly, biweekly and monthly appointments, meetings, luncheons and conference calls for assigned leadership team members using the preferred meeting platforms; Schedule conference rooms or online platform, as needed.
  • Generate agenda, record minutes, follow-up on action items for senior leadership meetings.
  • Note commitments made by executives during meetings and facilitate implementation for staff.
  • Read outgoing correspondence for editorial approval and alert writers to any conflict with the file or departure from policies or executive levels viewpoints; make recommendations to resolve problems that arise.
  • Coordinate all aspects of internal and external visitor meetings, seminars, interviews, escort visitors, provide driving/parking directions, shuttle information.
  • Coordinate domestic and international travel arrangements for senior staff, use knowledge of online travel planning systems, and the new NBS system for government travel; prepare visa applications as needed as well as a travel itinerary for each travel Support travel team by planning travel for other staff members, if needed.
  • Coordinate the day-to-day office operations, including, organization and prioritization of tasks; respond to written communications; work collaboratively with team members.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • 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.
  • Develop, maintain, and utilize various administrative databases, as needed.
  • Coordinate the preparation of procurement and purchase orders for various needs, and complete receiving in the POTS system.
  • Maintain office records including office procurements and reimbursement procedures.
  • Provide support with timekeeping duties.
  • Serve as an administrative liaison to other offices and DOCs such as NCI Office of the Director, etc.
  • Set up and format spreadsheets to analyze information, as needed.
  • Acts as point of contact with management and administrative, budget and property management staff.
  • Develop, maintain, and utilize various administrative databases.
  • 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.
  • Serve as liaison between director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.
  • Provides guidance to staff on Federal guidelines and procedures.
  • 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.
  • 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.
  • Develop, maintain, and update documentation, databases and spreadsheets for personnel, budget, and travel actions.
  • Set up and format spreadsheets to analyze information.
  • Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files.
  • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.
  • 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.
  • Prepare inventory and purchase requests and assist with property management.
  • 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.
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
  • Enter, process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
  • Manage office records and spreadsheets including office procurements, reimbursements, and property.
  • 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.
  • Coordinates with management on special projects.
  • Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
  • 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.
  • Research and propose new administrative procedures.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency.
  • 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.


Minimum Required Qualifications:

Citizenship: Must be a US citizen

Clearance: Public Trust (Ability to Obtain) 

Education: Bachelor's Degree in Business Administration or relevant field 

Years’ experience: At least five (5) years of experience in an administrative/operations coordinator role.  

  • Experience with social media platforms
  • Experience with Federal Travel Regulations
  • Experience working in an executive level support position
  • Experience with administrative tasks such as
    • Meeting coordination
    • Travel planning
    • Calendaring
    • Meeting minutes/summary reports
    • Expense reconciliation
  • Experienced in Project management/planning
  • Experience with Timekeeping
  • Should have strong experience with
    • MS Office, including SharePoint
    • POTS
    • Concur
    • Zoom
    • WebEx

Additional Information:

Location: Rockville, MD 

Travel: None 

Remote, Onsite, or Hybrid: Onsite (Telework Eligible) 



Company Overview

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


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