Operations Coordinator

A professional and proactive member of our team who will manage with the Division Director’s email and calendar, draft documents and emails, organize files, and support the staff in the Office of the Director.

• Manages the calendar of the Director and informs of any potential problem areas requiring Director’s attention. This includes proactively adjusting meeting conflicts managing his time, scheduling conference rooms if needed, coordinating logistical arrangements, including room and audiovisual reservations, Teams/WebEx, and other remote connection arrangements. Independently identify potential conflicts and solutions in a timely manner. 1
• Manages the email of the Director and triages correspondences to the Associate Directors as needed. This includes writing emails and coordinating response on behalf of the Director. 2
• Proactively engages and creates draft documents and emails for the Director. This includes understanding and identifying appropriate level details and who and when to share information to ensure activities within the office occur in a smooth and efficient manner. 3
• Ensures that all necessary documentation is prepared and that signatures, approvals, clearances are obtained. Organizes files regularly such as updating the CV for the Director, shares/uploads files as needed, and understands where files are to be able to respond to Director’s inquires in real time. 4
• Works independently with limited supervision to successfully plan, organize, and implement support activities. 5

• Provides support for various procurement and administrative tasks.

• 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.

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

• Performs administrative and coordination tasks in support of multiple senior staff members and others in the Office of the Director.

• Acts as point of contact with management and administrative, budget and property management staff.

• 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.

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

• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

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

• Prepares inventory and purchase requests and assists with property management.

• Enter requests for office supplies using POTS.

• Coordinates with management on special projects.

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

• Researchers and proposes new administrative procedures.

• 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.

Field of Study

• Less Than a Bachelor’s Degree

Software

• SharePoint
• MS Office
• Teams
• Zoom
• WebEx

Skills

• Project management, website content management
• Meeting minutes/ summary reports
• Executive level support
• Meeting coordination
• Outreach Activities
• Travel planning
• Calendaring
• Scheduling