Operations Coordinator

Job Family:

Administrative Services (Digital)

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:
​​We are seeking for an experienced Operations Coordinator to provide high-level administrative and operational support to the National Institute of Allergy and Infectious Diseases (NIAID), Vaccine Research Center (VRC). This position supports overall operational objectives by coordinating administrative, personnel, travel, property, and meeting management activities. This is a full-time position located in Bethesda, MD.​ 

• Ensure that quality administrative services are provided on schedule while coordinating, prioritizing, and executing multiple simultaneous tasks.
• Assist with meeting management which may include planning, scheduling, and setup (in-person and/or virtual), drafting/sending calendar invites, maintaining participant lists, preparing agendas and meeting materials/presentations.
• Assist with travel-related activities of invited guests and speakers, including preparing and submitting travel requests and vouchers.
• Oversee incoming and exiting personnel activities such as maintaining all incoming and exiting personnel packages including visa packages as required, overseeing onboarding, implementing the VRC entry and exit procedures, and maintaining the lab’s personnel directory.
• Coordinate and manage all official travel arrangements for the section staff, including attendance at conferences, scientific meetings, and training sessions.
• Process travel vouchers, reimbursements, and expense reports accurately and within the specified timeframe.
• Work with the Property Liaison to ensure the program/ lab staff property lists are correct.
• Assist staff initiate or complete property requests in the property portal (e.g., accepting new property, surplus, or transferring property), as needed.
• Perform timekeeping duties; ensure that all leave requests, timecard approvals, and associated actions are implemented in a timely and proper manner consistent with NIH and NIAID’s latest policies and procedures.
• Perform general office management and administrative support functions such as coordinating office supplies, preparing shipments, and obtaining signatures on documents as directed.
• Maintain confidentiality of sensitive information
• Provide notary services as able.

What You Will Need:

• Bachelor’s degree OR High school diploma plus four (4) years of experience in lieu of bachelor’s degree.  
• At least SIX (6) years of administrative, operations, or program support roles experience, TEN (10) or more years of experience is preferred. 
• Strong organizational skills with exceptional attention to detail and accuracy.  
• Demonstrated ability to manage multiple priorities with minimal supervision. 
• Excellent written and verbal communication skills with a professional and clear communication style. 
• Proven ability to exercise sound judgment, particularly when handling confidential information.  
• Proficiency in Microsoft Office Suite

• 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:

• Prior experience working in a scientific research environment within a large Federal agency. 
• Understanding of NIH organization, structure, and culture.  
• Knowledge of NIH travel systems (CGE) and personnel systems (FPS). 
• Familiarity with organizational travel, budget, and purchasing systems.

The annual salary range for this position is $74,000.00-$124,000.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

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 RecruitingAccommodation@guidehouse.com. 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 guidehouse@myworkday.com.  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 recruiting@guidehouse.com. 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.