Operations Assistant

Job Family:

Administrative Services (Digital)

Travel Required:

Up to 10%

Clearance Required:

Ability to Obtain Public Trust

We are currently searching for an Operations Assistant to support work at the National Institute of Allergy and Infectious Diseases (NIAID), part of the National Institutes of Health (NIH). This is a full-time position with Guidehouse. There is a preference for working on site at NIH in Rockville, MD but remote options will also be reviewed. Periodic onsite presence is required, including in‑person new‑joiner orientation in Tysons Corner, VA and occasional onsite team meetings in Rockville, MD. 

What You Will Do:

Branch Operations Management

• Support oversight for Branch travel coordination and logistics

• Enter and track purchase requests for Branch staff, helping to prioritize key purchases to ensure continuity of operations

• Track recurring, annual purchases such as software licenses and manage the purchasing and distribution of licenses

• Lead staff transition processes – including onboarding and offboarding ensuring that transitions are monitored and critical tasks in the processes are completed

• Assist in preparing and reviewing Standard Operating Procedures, reports, presentations, and briefing materials including tracking publication submissions and acceptance across the Branch

• Support special Branch-wide projects and strategic initiatives and perform other duties as assigned

Branch Meeting Logistics

• Organize and facilitate meeting scheduling for the executive and managerial teams, maintaining an orderly and prioritized calendar

• Coordinate and organize monthly Branch All Hands and program reporting meetings, including soliciting agenda topics, compiling and distributing agendas, and supporting meeting logistics (e.g., meeting timekeeping and chat monitoring); requires coordination with staff across the Branch

• Manage meeting agenda and follow-up framework; coordinating with attendees to include relevant background materials and briefing documents

• Exercise independent judgment when recommending acceptance, rescheduling, or delegation of meetings

• Attend meetings as requested and record accurate, concise minutes; capture decisions, action items, suspense dates, and responsible parties; distribute meeting summaries within established timelines

• Organize and maintain a public to NIH listing of scheduled workshops and seminars in coordination with the Branch Outreach lead and presenters across a diverse group of science and software development specialties

What You Will Need:

• Bachelor’s degree plus minimum of SIX (6) years of prior relevant experience OR,  a high school diploma plus minimum of TEN (10) years of prior relevant experience

• Strong background in Microsoft Teams and SharePoint

• Expertise with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint, and OneNote)

• Strong interpersonal skills, an upbeat and “can do” attitude is a must for this opportunity

• Excellent communications skills, both oral and written

• Must be able to obtain and maintain a Federal or DoD Public Trust. Candidates must receive approved adjudication of their Public Trust prior to onboarding with Guidehouse. Candidates with an active Public Trust or existing suitability are preferred

• Ability to meet position requirements that include required in‑person activities, such as new‑joiner orientation in Tysons Corner, VA and onsite meetings in Rockville, MD, as determined by program and business needs.

​What Would Be Nice To Have:

• Knowledge of federal administrative procedures and executive protocols, desirable

• Previous experience with NIH or NIAID purchasing and acquisitions including the AMBIS, NBS, or POTS systems

• Organizational and time management skills

• Experience working in a life science or science operations setting, preferred

• Experience proactively identifying group organizational challenges and recommending effective process improvements

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.