Operations Coordinator

Job Details

Experienced

National Institutes of Health (NIH) - Main Campus/Bethesda - Bethesda, MD

Full Time

High School Diploma/GED or Equivalent

None

Day

Admin - Clerical

Description

The Center for Scientific Review (CSR) performs a wide range of information technology-driven and support activities to further CSR's mission as the portal for NIH grant applications and their review for scientific merit. CSR receives approximately 100,000 grant applications per year and organizes peer review groups or "study sections" that evaluate research grant applications submitted to NIH. CSR additionally receives and coordinates the review of grant applications of other operating divisions within the US Department of Health and Human Services (DHHS).

CSR's mission is to ensure that NIH grant applications receive fair, independent, expert, and timely reviews, so ultimately NIH can fund the most promising research. These applications are reviewed by study sections administered by CSR's 27 branches which are presently organized into 5 CSR divisions. Approximately 470 Scientific Review Officers (SROs) coordinate the activities across the 27 branches, with assistance from administrative support staff. The SROs work in partnership with the scientific community to ensure that each scientific review group (study section) identifies the most meritorious science for recommended funding by the NIH's Extramural Institutes and Centers.

Position Objective: Provide services as an Operations Coordinator in support of the overall functions of the Center for Scientific Review (CSR) within the National Institutes of Health (NIH). As an Operations Coordinator, you’ll play a key role in supporting the NIH peer review process; helping ensure thousands of grant applications are accurately received, routed, and reviewed on time.

Duties and Responsibilities:

Provide comprehensive administrative and logistical support for peer review meetings, including:

Scheduling and setting up meetings (virtual and in-person).

Preparing meeting materials, rosters, rooming lists, and conflict of interest documentation.

Supporting Scientific Review Officers (SROs) before, during, and after meetings.

Managing meeting logistics, from IT set-up (Teams, video platforms) to post-meeting closeout tasks.

Process and track grant applications in NIH systems, including:

Receiving and verifying applications for completeness.

Entering data into NIH systems (IMPAC II, eRA Commons, QVR).

Routing applications to appropriate scientific review groups.

Identifying application issues and resolving them with NIH teams.

Collaborate with hotel and conference vendors for meeting logistics (for in-person events).

Provide proactive customer service to internal NIH staff, scientific reviewers, and external partners.

Support other administrative tasks such as document management, reporting, and office operations as needed.

Follow NIH travel policies when applicable and comply with NIH security and confidentiality protocols.

Qualifications

Basic Qualifications:

HS Diploma/GED required

Minimum of 2 years of experience in an administrative, program support, or operations coordinator role—preferably in a research, grants, or federal agency environment.

Strong organizational and multitasking skills; ability to manage multiple deadlines simultaneously.

Demonstrated experience with meeting logistics, scheduling, and documentation.

High attention to detail and accuracy in data entry, document review, and record-keeping.

Ability to learn and navigate specialized software systems; experience with NIH tools such as IMPAC II, eRA Commons, or Grants.gov a plus.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and virtual meeting platforms (e.g., MS Teams).

Minimum Qualifications:

Familiarity with NIH grant review processes or other federal grants management workflows.

Experience supporting scientific or technical meetings and/or conferences.

Prior experience working on a federal contract or within a government setting.

Knowledge of federal travel systems (e.g., Concur) and administrative procedures.

Ability to multi-task and pay close attention to detail.

Excellent analytical and interpersonal, organizational and time management skills.

Strong communication skills, both oral and written.

*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.

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Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.