Operations Coordinator

Job #:                              22-16269
Location:                       Houston, Texas
Onsite Flexibility:        All Onsite

Assignment Detail
Segment:                       Commercial
JOB OPENING TYPE:     Multiple Vendors

Job Description
Overall Position Summary and Objectives Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the Division of Genomics & Society. The primary objective is to provide services and deliverables through performance of support services.

Minimum Education
Bachelor's

Resume Max Pages
15

Certifications & Licenses

• Bachelor's degree in a related discipline

Skills (Ranked By Priority)

1. Excellent analytical, organizational and time management skills
2. Meeting coordination
3. Travel planning
4. Data analysis
5. Meeting minutes/summary reports

Software

• MS Office
• Concur
• ITAS

Field of Study

• Business Management and Administration

DELIVERABLES

• Work products and documents related to providing support for the Director, Division of Genomics & Society including scheduling, answering phones, greeting visitors, organizing personnel files - Daily

• Work products and documents related to assisting with the preparation of documents including travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, etc. for assigned program areas for completeness and compliance with policies and procedures - Ad-Hoc

• Work products and documents related to generating or assisting in the preparation of meeting minutes, routine reports, and other office documentation to facilitate effective and efficient office operations, including monitoring deadlines and action items - Daily

• Work products and documents related to generating or assisting in the preparation of meeting minutes, routine reports, and other office documentation to facilitate effective and efficient office operations, including monitoring deadlines and action items - Ad-Hoc

STATEMENT OF WORK DETAILS

Provides support for various procurement and administrative tasks.

• 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.

• Provide advanced preparation of documents including travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, etc. for assigned program areas for completeness and compliance with policies and procedures

• Prepare and create travel authorizations and vouchers using the current client's travel system.

• Provide all the required and completed travel documents to the Administrative Officer in compliance with client and client's travel policies.

• Assist in the preparation, routing of contract documents. Draft responses to questions that arise during the process.

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

• Provide support for the Director of Division of Genomics & Society including scheduling, preparing for travel, and keeping track of programs.

Provides guidance to staff on Federal guidelines and procedures.

• Provide information to program staff on policies and procedures for government travelers and invited guests.

• Provide timekeeping duties for staff.

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

• Generate or assist in the preparation of meeting minutes, routine reports, and other office documentation to facilitate effective and efficient office operations, including monitoring deadlines and action items

• Maintain work files and related communication in shared files or on the SharePoint site

• Provide controlled correspondence support including creating file folders, making and collating copies, etc.

Prepares inventory and purchase requests and assists with property management.

• Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to AO or purchasing agent after receipt of goods and services and assist with the resolution of unpaid invoices and missing or incomplete orders

• Enter receiving of goods and services into POTS within 7 days of stamped receiving date

• Prepare and review purchase requests for supplies and services. Ensure that proper documentation, justifications, quotes, etc. are provided and comply with established procurement policies and regulations. Research and track orders to ensure timely delivery.

Coordinates with management on special projects.

• Provide advance administrative support for the staff of the three Branches that make up the Division of Genomics & Society, including scheduling, carrying out outreach to outside consultants.

• Assist in planning of meeting of outside advisory groups. Help arrange travel and reimbursement of these advisors.

• Assist in the planning of outreach meetings.

Researchers and proposes new administrative procedures.

• Assist in the analyses of survey data and presentation of results.

• Assist in the design and implementation of data gathering surveys.

• Create and analyze written documents for dissemination to leadership.