We are currently searching for an Operations Coordinator to independently provide support services to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke (NINDS). The primary objective is to provide services and deliverables through performance of support services. This opportunity is full-time, and it is on site in Rockville, MD.

Duties include, but not limited to: 

• Research and advise staff on technology needs/updates such as laptops, mobile devices, and monitors.
• Gather and analyze information about processes and programs.
• 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.
• Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• 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.
• 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 and maintain status of projects; follow up on actions through contact with office staff.
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
• 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.
• 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.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• 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.
• 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.
• 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.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• 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.
• 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.
• 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.
• 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.
• 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.
• Plan, coordinate, analyze, and evaluate administrative missions and operations; execute administrative and support functions; coordinate administrative management functions; provide key advice and guidance to staff in facilitating the performance of their responsibilities.
• Participate in office staff meetings and discussions pertaining to the activities encompassed in the administrative and management functions.
• Gather data from individual units within the organization; analyze requirements particular to one functional area; design implementation procedures to meet the overall needs of the organization; coordinate schedules, deadlines, and methods of approach with management.
• 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.
• Provide advice and guidance for improvements; anticipate areas of concern or questions which must be addressed when making recommendations.
• Analyze effectiveness of administrative support for the office and recommend appropriate corrective measures.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Provide a variety of assigned activities such as compiling, retrieving and organization of information, data entry, researching references for projects, development, and analysis of information to support decision alternatives.
• Develop and maintain data including charts, graphs and reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments of the office.
• Prepare and edit reports, briefings, and other informational material designed primarily to report functions of the office; analyze and select facts that are drawn from different sources and synthesized into a unified presentation.
• 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.
• 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 maintain calendars and shared calendars for multiple staff members.
• Organize weekly departmental meetings, take minutes, follow up on action items.
• Coordinate meetings, workshops, and courses for staff; decide for conference rooms and audio-visual requirements; prepare agendas and briefing materials.
• Maintain office records including office procurements and reimbursement procedures
• Track, record, and route manuscripts to reviewers.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• 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 levels 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.
• In the executive levels 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.

Minimum Required Qualifications:

Citizenship: Must be a US citizen or Green Card Holder 

Clearance: Public Trust (Able to Obtain) 

Education: Bachelor’s Degree in related disclipine

Years’ experience: Minimum of five (5) years of experience in related discipline

Skills: 

• Meeting coordination
• Travel planning
• Knowledge of organizational travel, budget and purchasing systems.
• Executive level support
• Project management, website content management
• MS Office, including SharePoint
• WebEx
• Concur

Additional Information:

Location: Rockville, MD 

Travel: None 

Remote, Onsite, or Hybrid: OnSite (Local Candidates Only) / Telework eligible 

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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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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. Salary range available upon request.