Operations Coordinator 8/27/2016
Cape Fox Facilities Services
JOB DESCRIPTIONAPPLY Description:
Cape Fox Facilities Services is seeking an Operations
Coordinator to join our team supporting the National
Institutes of Health.
Essential Functions and Responsibilities
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 other forms.
Develop, update and maintain spreadsheets to analyze
information, including personnel, budget, travel,
ethics, telework, and training.
Develop budget proposals; monitor expenditures; create
summaries and reports based on information.
Gather and analyze information from program areas such
as travel and budget data calls; prepare reports,
letters, and other documents for review and input for
programs, policies, and activities.
Develop, maintain, and utilize various administrative
Update/maintain Outlook calendars and shared calendars
for multiple staff members.
Coordinate meetings, workshops, and courses for staff;
schedule conference rooms.
Make arrangements for conferences, workshops, seminars,
meetings, and conference calls; contact participants and
speakers and notify them of topics to be discussed;
schedule room and audiovisual reservations; prepare
agendas, handouts, and background materials; prepare and
distribute meeting minutes.
Arrange for staff members to represent organization at
conferences and meetings, establish appointment
priorities, or reschedule or refuse appointments or
Note commitments made by executive level during meetings
and arrange for staff implementation.
Prepare and process domestic, foreign, and sponsored
travel requests, leave authorizations and vouchers;
ensure compliance with Federal regulations; input and
track travel information.
Inventory office supplies and equipment; prepare and
process purchase requests and maintenance agreements.
Maintain office records including office procurements
Provide support with timekeeping duties utilizing the
Integrated Time and Attendance System.
Design and coordinate systems for communicating among
staff to facilitate the efficient flow of information
relating to projects and program activities.
Maintain file systems for correspondence, travel,
timekeeping, and on-going projects.
Work with staff on the creation and preparation of
slides and presentations.
Develop and update content for websites and monitor for
currency and accuracy of information; provide Wiki and
SharePoint updates and changes.
Ensure that requests for action, telephone calls, 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
Education and/or Experience
Bachelor's degree in related discipline
Minimum of seven years' of related experience
Knowledge of NIH travel, timekeeping, procurement,
ethics and administrative systems
Knowledge of Microsoft Office Suite (MS Word, Excel,
Strong written and oral communication skills,
organizational skills, and attention to detail
Excellent analytical, organizational and time management
Self-motivated with minimal oversight
Must have authorization to work in the United States as
defined by the Immigration Reform Act of 1986.
Unclassified and subject to a National Agency Check and
Cape Fox Corporation, its subsidiaries, and joint
ventures will provide equal employment opportunities to
all persons and prohibits employment decisions on the
basis of race, religion, color, creed, national origin,
sex, age, disabling condition, political affiliation,
protected veterans status, or sexual orientation. Cape
Fox Corporation, its subsidiaries and joint ventures
offer preference to Cape Fox Corporation shareholders,
descendants and other Native Americans pursuant to
Public Law 100-241.