Program Manager or Operations Coordinator

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services.

• Work products and documents related to assisting VRC staff in carrying out oversight of responsibilities for all arrangements for official travel and personnel. – Ad-Hoc
• Work products and documents related to performing lab management and administrative support functions (answering/directing calls, meeting coordination, filing, copying, scanning, mail distribution). – Ad-Hoc
• Work products and documents related to budget and financial management of lab. – Ad-Hoc
• Work products and documents related to scheduling meetings with internal and external stakeholders. Prepare materials for the VRC staff, track equipment property orders. – Ad-Hoc
• Work products and documents related to implementing procedures to ensure document version control and archives. – Ad-Hoc

• Provides support for various procurement and administrative tasks.
• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
• Acts as point of contact with management and administrative, budget and property management staff.
• Ensure all personnel actions are initiated and reviewed in a timely manner.
• Contractor will prepare, route, and monitor onboarding and renewal packages for fellows (post-bac, post-doc/VF, summer intern), including entering PARIS actions, tracking badge processing status, initiating/renewing/terminating FPS awards, and ensuring submission of ACH forms to establish direct deposit for stipend payment, preparing and routing Special Volunteer/Guest Researcher appointment packages. – 1
• Contractor will assist with onboarding activities for incoming personnel, including coordinating training, assisting with desk and computer set-up, and initiating, tracking, and processing reimbursement of relocation expenses where permitted. Contractor will work with the Administrative Officer (AO) to prepare, route, and track status of paperwork for Title 5 FTE positions and assist the VRC Personnel, Communications, and Support Services team with Title 42 package preparation. Contractor will meet regularly with their designated AO to review all section personnel packages and actions for the group(s) they support. – 2
• Prepare, route, and track processing/status for all travel packages (domestic, foreign, sponsored); assist with travel arrangements via Omega/CGE; prepare required documentation for sponsored travel, including Official Duty Activity memorandum, via Ethics dashboard; report planned travel via Conference ID Request System (CIRS); provide appropriate supporting documentation as needed; complete and process all vouchers for reimbursement of travel expenses; coordinate with AO HPOC when issues/questions arise; input requests for approval to use government furnished equipment (laptop, iPhone) during international travel. – 3
• Work with Property Liaison to ensure program/lab staff property lists are correct; assist with prompting staff to initiate or complete property requests in property portal (accept new property, surplus or transfer property, etc.), as needed.
• Perform timekeeping duties; ensure that all leave requests, timecard approvals, and associated actions are implemented in a timely and proper manner consistent with NIH and NIAID’s latest policies and procedures. – 5
• Perform general office management and administrative support functions such as coordinating office supplies, preparing shipments, and obtaining signatures on documents as directed. Follow up with action plans, work products, and documents.
• Coordinate with the VRC ADMO Facilities team to assist in gathering data and programmatic needs of the lab to effectively manage space.
• Collaborate with the VRC ADMO Budget team, AOs, and CORs, Track spending; budget projections; Grants, IAAs; overall oversight; Assist with completing JFOCs, SOWs, IGCE, quotes, etc. Use AMBIS for placing occasional orders. – 4
• Provides guidance to staff on Federal guidelines and procedures.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• 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.
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
• Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
• Prepares inventory and purchase requests and assists with property management.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• Coordinates with management on special projects.
• Maintain confidentiality of sensitive information.
• Researchers and proposes new administrative procedures.
• Ensure that quality administrative services are provided, on schedule, while coordinating, prioritizing, and executing multiple simultaneous tasks.

Certifications & Licenses

• Bachelor’s degree in a related discipline

 

Field of Study

• Business Management and Administration  
• Multi/Interdisciplinary Studies

 

Software

• MS Office
• Ability to work using BOTH Microsoft Windows and Mac OS X Systems
• SharePoint
• Knowledge of CGE, PARIS, FPS, Beacon highly desired

 

Skills

• Executive level support
• Meeting coordination
• Travel planning
• Strong Organizational skills with accuracy and attention to detail
• Demonstrates good judgment, particularly when managing confidential information
• Excellent written and communication skills with the ability to be professional, clear and accurate, both verbally and in writing
• Calendaring