Operations Coordinator

Job Family:

Travel Required:

Clearance Required:

What You Will Do:

We are looking for an Operations Coordinator to provide administrative, operational, and program support to laboratory staff within the National Institute on Aging (NIA). This Operation Coordinator will support a broad range of personnel, travel, procurement, project tracking, meeting coordination, and office management activities. This position is a full-time position located in Baltimore, MD.

• Provide direct administrative, procedural, informational, and program workflow support to laboratory staff, serving as a primary point of contact for office communications and the flow of information.
• Perform complex ongoing and ad hoc support tasks, including managing special projects, drafting letters and reports, preparing and editing presentations, developing agendas, compiling data, and creating or updating spreadsheets, databases, dashboards, and tracking tools.
• Gather, research, and analyze information on processes, programs, data calls, workflow, technology needs, and administrative tools; recommend improvements that enhance efficiency, standardization, and office operations.
• Coordinate travel requests, professional service orders, sponsored travel, outside activities, official duty memoranda, leave authorizations, training requests, correspondence, reports, requisitions, purchase requests, reimbursements, property records, and other administrative forms.
• Coordinate meetings, workshops, and courses by scheduling conference rooms, arranging logistics, audiovisual support, WebEx sessions, agendas, materials, participant communications, and meeting minutes.
• Maintain fiscal year calendars, shared calendars, personnel, budget, travel, training, project management, performance management, awards, committee membership, database, reporting, and project status tracking systems.
• Produce and manage documents, reports, communications, presentations, operational summaries, budget tracking tools, dashboards, and other information-management materials for leadership visibility and decision-making.
• Prepare, route, track, reconcile, and follow up on personnel packages and administrative actions for onboarding, transfers, promotions, terminations, appointment renewals, credentialing, and compliance with federal requirements.
• Develop and maintain SOPs, guidance documentation, administrative databases, tracking systems, dashboards, and tools while ensuring data integrity, accuracy, completeness, and timeliness.
• Serve as liaison with Human Resources, budget, contracting, IT, and other offices to resolve administrative and operational issues, including advising staff on government travel policies, procedures, and federal administrative requirements.
• Coordinate office equipment and supply purchases, maintenance agreements, inventory management, procurement documentation, and technology updates for laptops, mobile devices, monitors, and related tools.
• Meet weekly with laboratory members to present updates and discuss ongoing administrative activities.

What You Will Need:

• Bachelor’s degree
• Minimum of THREE (3) years supporting administrative, operations, program coordination, or office management functions.
• Skilled in coordinating meetings, workshops, conferences, and related meeting logistics.
• Background supporting personnel actions, onboarding, transfers, promotions, terminations, and related administrative processes.
• Proven capability managing travel, procurement, budget tracking, records management, and administrative reporting activities.
• Demonstrated proficiency creating and maintaining spreadsheets, databases, dashboards, and tracking tools.
• Proficiency with Microsoft Office applications.
• Familiarity with SharePoint and collaboration platforms.
• Capacity to manage multiple priorities and meet established deadlines.
• Analytical mindset for assessing administrative workflows and recommending process improvements.
• Must be able to obtain and maintain a Federal or DoD “public trust”; candidates must receive approved adjudication prior to onboarding with Guidehouse. Candidates with an active public trust or suitability are preferred.

What Would Be Nice To Have:

• Certified Administrative Professional (CAP) certification.
• Knowledge of Federal Travel Regulations.
• Strong writing and documentation skills, including preparing reports, presentations, correspondence, meeting minutes, and briefing materials.
• Strong organizational, communication, proofreading, and project coordination skills.
• Hands-on use of Concur.
• Proficiency with WebEx and remote meeting technologies.
• Familiarity with ITAS and other federal administrative systems.
• Background managing website content and SharePoint sites.
• Federal environment exposure maintaining personnel, budget, and travel databases.
• Prior support to NIH, HHS, or other Federal Government organizations.
• Track record developing SOPs, internal guidance documentation, and process improvement initiatives.
• Strength coordinating complex administrative projects and executive-level support activities.
• Knowledge of property management, procurement tracking, and office inventory processes.
• Leadership support through dashboards, data analysis, and decision-support reporting.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance

• Personal and Family Sick Time & Company Paid Holidays

• Parental Leave

• 401(k) Retirement Plan

• Group Term Life and Travel Assistance

• Voluntary Life and AD&D Insurance

• Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts

• Transit and Parking Commuter Benefits

• Short-Term & Long-Term Disability

• Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities

• Employee Referral Program

• Corporate Sponsored Events & Community Outreach

• Care.com annual membership

• Employee Assistance Program

• Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)

• Position may be eligible for a discretionary variable incentive bonus

About Guidehouse

Guidehouse is an Equal Opportunity Employer-Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or [email protected]. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact [email protected]. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.