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Form of workCape Fox Facility Services is seeking an Operations Coordinator to join our team in Bethesda, MD in support of the NIH. Responsibilities: Maintain and update calendars and schedules for OSPMO Senior Leadership, including scheduling, prioritizing, and coordinating appointments and meetings; monitor, track, and notify staff of changes to schedule; work with other IC and external office parties/assistants with scheduling. Coordinate meeting logistics, including room and audiovisual reservations; communicate with meeting attendees to solicit agenda items; prepare background materials.
Coordinate with staff and gather information to support meeting materials and folders; coordinate loading of documents and presentations as necessary in SharePoint sites, Events Management. Load and retrieve meeting materials using SharePoint and other document management systems. Review administrative management calendar tool called the Administrative Information Schedule (AIS); monitor and highlight critical dates and events within the AIS LOOKOUT that correlate with senior leadership in the Deputy Director for Management (DDM) office and Office of Strategic Planning and Management Operations (OSPMO) senior leadership calendars and activities.
Provide backup calendar and meeting management for the DDM senior leadership. Coordinate and provide office-level input into various administrative projects, programs, and analyses concerning the operations of the Immediate Office of Management (IMOM). Update and maintain contact database and spreadsheets.
Maintain e-mail received in the Office of Management email box, such as HR selections, IC director travel, medical waivers, and conference packages. Provide backup support for managing mail sent from the DDM mailbox. Log mail received by IMOM into the correspondence log.
Work with staff on the logistics of nominations through data calls, primarily using e-HARTS. Record work folders from Exec Sec remarks/instructions via email as FYIs, Necessary Actions, and Clearances in the Director's Document and Records Management System (DDRMS). Complete document remediation in compliance with Section 508 Compliance.
Maintain space utilization records, inventoried and projections; compile, organize, and analyze necessary associated materials. Prepare telecommunications, directory changes, printing, and reproduction requests. Work with the property custodial officer regarding property passes, transfers, and surplus property issues.
Working with the Administrative Office (AO), as needed, review and process travel orders in the Government travel system, including arranging flight, hotel, conference registration, auto, and other reservations; retrieve airline tickets for staff members from the travel office when necessary; maintain copies of all travel orders, vouchers and leave forms in the established office file. Maintain office supplies; collect staff requirements for supplies; prepare purchase requests in POTS for needed items; coordinate local supply store purchases. In coordination with the AO, track all mandatory staff training activities for OSPMO senior leadership and IMOM.
Maintain records management. Assist with parking validation. Cape Fox Corporation, its subsidiaries, and affiliates provide equal employment opportunities to all persons and prohibit employment decisions on the basis of race, religion, color, creed, national origin, sex, age, disability, political affiliation, protected veteran status, or sexual orientation.
Cape Fox Corporation, its subsidiaries, and affiliates offer preference to Cape Fox Corporation shareholders, descendants, and other Native Americans pursuant to Public Law 100-241.Bachelor's degree or equivalent in a related field; four (4) years of specialized experience plus a High School diploma is equivalent to a Bachelor's degreeBachelor's degree or equivalent in a related field; four (4) years of specialized experience plus a High School diploma is equivalent to a Bachelor's degree
