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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:

  • Set up and format spreadsheets to analyze information.
  • 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 forms.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
  • Coordinate the printing and conversion of paper documents to electronic files.
  • Develop, maintain and utilize various administrative databases.
  • Compile data and create and maintain slides for presentation utilizing computer programs.
  • Update/maintain calendars and shared calendars for multiple staff members.
  • Coordinate meetings, workshops and courses for staff; schedule conference rooms.
  • Maintain office records including office procurements and reimbursement procedures.
  • Provide support with timekeeping duties.
  • Track, record and direct manuscripts to reviewers.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Maintain branch file systems for correspondence and projects.
  • Note commitments made by executive level during meetings and arrange for staff implementation.
  • 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 might arise.
  • In the executive level’s absence 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 to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts.

Position Requirements:

  • Bachelor’s degree in a 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.
  • Knowledge of NIH NBS/Gelco travel system.
  • Knowledge of NIH procurement processes.
  • Experience with NIH timekeeping system.
  • Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook, Access).
  • Strong communications skills, both oral and written.
  • Excellent analytical, organizational and time management skills.

Please note:

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

Recommended skills

Scheduling
Microsoft Access
Emergency Handling
Microsoft Excel
Microsoft Outlook
Communication
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