To provide services and deliverables through performance of support services as an Operations Coordinator with The National Heart, Lung, and Blood Institute (NHLBI).

Duties and Responsibilities:

• Support the Division activities by performing a variety of day-to-day project coordination and management functions and working with the Office of Director staff on various joint projects and tasks to Set up and format spreadsheets to analyze information.
• Coordinate the preparation of a variety of items such as travel requests, 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.
• Develop, maintain and utilize various administrative databases.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
• Update/maintain calendars and shared calendars for Division leaders.
• Coordinate meetings, workshops, and courses for staff; schedule conference rooms, develop agendas, record minutes, etc.
• Maintain office records including office procurements and reimbursement procedures.
• 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 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 the organization at conferences and meetings, establish appointment priorities, and 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.
• In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff furnished in timely manner; 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.
• Compose correspondence requiring some understanding of technical matters within the program.

Basic Qualifications:

• Master’s degree in a health, science, or business discipline; three (3) years of specialized experience plus a Bachelor’s degree is equivalent to a Master’s degree.
• Minimum of seven (7) years of related experience.
• Experience with project management and coordination.
• Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint), Teams, and SharePoint.

Minimum Qualifications:

• Strong communications skills, both oral and written.
• Excellent analytical, organizational and time management skills.

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.