Odyssey Systems Consulting Group, Ltd.

Operations Coordinator

Job Locations US-MD-Bethesda
ID
2023-3061
Category
Administrative/Clerical
Type
Full Time
Hours/Week
40
Location : Name
National Heart, Lung, and Blood Institute (NHLBI)

Position Summary

We are currently searching for an Operations Coordinator to independently provide support services to satisfy the overall operational objective. This opportunity is full-time, and is on-site in Bethesda, MD.

 

Responsibilities

Duties include, but not limited to: 

• Support and serve as the point of contact for assigned program areas; ensure that all administrative related actions are carried through to completion.
• Assess, recommend, plan for, and provide administrative support and services from the initial request until the action is completed.
• Explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.
• Serve as an advocate for the customer while ensuring that all actions are consistent with Federal and NIH policies and procedures.
• Coordinate with contacts in offices external to AMB to ensure the completion of activities.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Research information requested; maintain status of projects; follow up on actions through contact with office staff.
• Prepare documents and enter information into administrative systems in the areas of space management, supply, and property for the Office of Management (OM) and Extramural (EXT) staff.
• Proactively resolve actions requested by program staff.
• Serve as the front-line representative for answering customer questions and inquiries regarding policy and procedures surrounding space management, supply administration, and property oversight.
• Serve as Lifecycle Workstation Technician, resetting access, personal identification numbers (PIN) and renewing access credentials for customers’ PIV (Personal Identity Verification) cards (i.e., NIH ID badge).
• Develop, maintain, and utilize various administrative databases.
• Review requests/requirements/actions and consult with the AO to assess, coordinate, and monitor each request/requirement/action until resolved.
• Assist the Administrative Officers in inventorying, operating, maintaining, troubleshooting, and resolving problems and service requirements for a variety of office equipment.
• Assist in managing the Institute’s Board of Survey responsible for the disposition of damaged, lost, or stolen accountable property.
• Maintain and be responsible for the distribution of central office supplies.
• Provide oversight of inventory and inspect levels of supplies to identify shortages.
• Provide guidance to program staff to help them obtain needed administrative services (property, supplies).
• Provide periodic feedback to customers to ensure an awareness of where actions are in the process.
• Provide support to ensure proper implementation of new policies and procedures within the NHLBI operational units and metrics tracking of property discrepancies.
• Maintain office/facility repositories and record keeping systems for storage, tracking, internal control, and retrieval of information and materials.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations.
• 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 Sunflower Property System to support property management activities.
• 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.
• Keep track of logistics and update AMB leadership on inventory and ensuring product stock is adequate for all distribution channels and can cover direct demand from customers.
• Collaborate and act as liaison with vendors and suppliers to ensure operations (e.g., delivery, shipping, returns) meet quality and standards according to government policy and regulations.
• 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.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Conduct projects close out reviews to reflect current processes and identify areas for improvement.
• Research and advise staff on technology needs/updates such as laptops, mobile devices, and monitors.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
• Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
• 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.

 

 

Qualifications

Minimum Required Qualifications:

 

Citizenship: Must be a US citizen or Green Card holder 

ClearancePublic Trust (able to obtain) 

Education: Bachelor’s Degree in related field 

Years’ experience: Minimum of seven years of related experience

Skills: 

• Strong communications skills, both oral and written
• Analytical, organizational, and time management skills
• Meeting coordination
• Data analysis
• MS Office, including SharePoint

 

Additional Information:

 

Location: Bethesda, MD 

Travel: None 

Remote, Onsite, or Hybrid: Onsite (Telework eligible) - Local candidates only 

 

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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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