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Operations Coordinator

Preferred Solutions Group Bethesda Full-Time
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Preferred Solutions Group (PSG) is a woman owned business based in Washington, DC that is uniquely qualified to serve small businesses and corporations alike as they seek to address shifting personnel needs in an ever changing environment.  An established part of the Washington, DC community, PSG has maintained effective and successful relationships with a diverse group of companies and federal agencies since its founding in 1987. 

We are currently looking for an experienced Operations Coordinator.

Position Description:

Duties include:

  • Coordinate the day-to-day office operation, including, but not limited to, problem and conflict resolution, organization and prioritization of tasks; respond to written communications.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Note commitments made by executive level during meetings and arrange for staff implementation.
  • Independently, arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
  • Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise.
  • Ensure that requests for action 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; coordinate the new information with background office sources; draw attention to important parts or conflicts.
  • Coordinate the preparation of a variety of documents 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 forms.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
  • Set up and format spreadsheets to analyze information.
  • Update and develop content for web sites and monitor for currency and accuracy of information.
  • Provide intranet updates and changes.
  • Coordinate the printing and conversion of paper documents to electronic files.
  • Develop, maintain and utilize various administrative databases.
  • Update/maintain shared calendars.
  • Coordinate meetings, workshops, and courses for staff; schedule conference rooms.
  • Maintain office records including office procurements and reimbursement procedures.
  • Provide support with timekeeping duties.
  • Arrange patient travel including lodging, meals, local transportation, and direct bill requests.
  • Provide appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information hospital maps, travel and hotel information.
  • Obtain up-to-date patient records and other pertinent information prior to appointments or visits.

Position Requirements:

  • Bachelor’s degree in related discipline.  Four (4) years of specialized experience plus a high school diploma is equivalent to a Bachelor’s degree.
  • Minimum seven (7) years of experience in a related field.
  • Experience arranging patient travel including lodging, meals, local transportation, and direct bill requests.
  • Knowledge of Microsoft Office Suite (Word, Excel, Access, Outlook, PowerPoint)
  • Knowledge of preparing NIH travel orders using the NBS/Gelco travel system.
  • Knowledge of NIH procurement processes.
  • Experience with NIH timekeeping system.
  • Strong organizational and time management skills.

Please note:

 **Applicants will receive consideration without regard to race, color, religion, sex or national origin.**

Recommended skills

Microsoft Access
Microsoft Power Point
Microsoft Outlook
Microsoft Excel
Emergency Handling
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