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Operations Coordinator

Company: Medical Science & Computing (MSC), a Dovel company
Location: Baltimore
Posted on: November 22, 2021

Job Description:

We are currently searching for a Operations Coordinator to assist scientific staff in the preparation of complex manuscripts for publication in national and international scientific journals, technical reports and presentations for scientific meetings and lectures. Responsibilities include close collaboration with scientific staff during the writing and editing process, selection of format for materials, and management of manuscripts as they progress through preparation, clearance, and submission to journals or publishers. This opportunity is full-time, and it is on site in Baltimore, MD. Duties & Responsibilities

  • 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
  • Prepare materials for incorporation into work flow and operational analyses, cost studies and/or equipment utilization
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases
  • Coordinate all administrative aspects of special projects
  • Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
  • Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives
  • Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans
  • 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
  • Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow
  • Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures
  • 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.
  • Coordinate meetings, workshops, and courses for staff; schedule conference rooms
  • 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
  • Research information requested and provide that information; 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.
  • Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information
  • Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages
  • 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
  • Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information
  • Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
  • 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
  • Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items
  • 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 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
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements
  • Process and track order requests using government systems ie, POTS on behalf of branch staff
  • 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
  • Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow
  • Gather and analyze information about processes and programs # SOAR #LI-FG1 Requirements Skills
    • Knowledge of scientific terminology and the principles of writing and editing scientific material
    • Expense reconciliation, project management/planning, timekeeping, fellowship program management
    • Meeting minutes/summary reports
    • Travel planning
    • Social Media, knowledge of the Federal Travel Regulation
    • Project management, website content management
    • Meeting coordination
    • Calendaring
    • SharePoint
    • MS Office
    • Zoom
    • WebEx
    • ITAS Qualifications
      • Bachelor's degree in Journalism, Life Sciences, or related field
      • At least 5-7 years of experience in a medical or clinical setting Company Description We are a trusted government partner that blends deep domain expertise with advanced technologies to help our customers solve complex problems that improve, protect, and save lives. As a rapidly growing company, we combine entrepreneurial spirit, customer focus, and an outcomes-based approach to support agency missions in health IT, life sciences, public safety, and grants management. The Dovel Family of Companies offers employees an opportunity to advance beyond a specific role or contract, we offer a path to develop an enriching career. We believe in empowering a culture of innovation, customer success, and employee growth. What you'll get---
        • Time Off! Flexible schedules and company paid holidays allow you to take the time you need.
        • Investment in YOU! 401(K) company contributions are yours to keep with no waiting period.
        • Choices! Unique healthcare plans to choose from with options like fertility and orthodontia benefits.
        • Discovery! With our tuition assistance and training programs, we support your career advancement.
        • Tax Savings! Enroll in pre-tax Health or Dependent Care Flexible Spending, HSA with company contributions, parking, and/or transit commuter benefits.
        • Support! Working parents and busy professionals - we've got you covered with a supportive culture, confidential Employee Assistance Program and a membership to Care.com.
        • Perks! Employee discounts, peer recognition programs, company-wide wellness challenges, and fun community events.
        • A Voice! A unique culture where you can influence decisions and have your voice heard. We are an Equal Opportunity Employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, disability, or veteran status.

Keywords: Medical Science & Computing (MSC), a Dovel company, Baltimore , Operations Coordinator, Other , Baltimore, Maryland

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