Operations Coordinator Data Management

Douglas Rojas

*******@*****.*** 240-***-**** C Silver Spring, MD 20904

Summary

As an Operations coordinator, tasks performed ranged from a variety of complex administrative functions to facility and logistics coordination and performing data analytics and manipulation in support of client operations. Data management, problem resolution, facilities support, customer relations, and implementing processes and procedures were at the forefront in performing day-to-day activities. In supporting medical and scientific organizations, being adaptable and task-oriented has been an instrumental component. Skills and experience, along with a calm and sophisticated demeanor, helped bring about efficiency and effectiveness to critical and fast-paced scientific/medical environments.

Work Experience:

Operations Coordinator September 2022 to Present

National Institute on Aging, NIH - Bethesda, MD

• Provided support for various procurement and administrative tasks such as travel requests, professional service orders and training requests.

• Provided administrative, procedural, and informational resource support; work with staff to coordinate program workflow.

• Coordinate meetings, workshops, and courses for staff; schedule conference rooms.; prepared and distribute meeting minutes.

• Develop, maintain, and utilize various administrative databases.

• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.

• Serve as liaison between Director and divisional staff, communicate policies, protocols, regulations, guidelines, and general information.

• Provided guidance to staff on Federal guidelines and procedures.

• Provided information to program staff on policies and procedures for government travelers and invited guests.

• Developed, maintained, and updated documentation, databases and spreadsheets for personnel, budget, and travel actions.

• Develop, maintain, and updated spreadsheets for personnel and budget actions, coordinate actions, ensure that deadlines are met, provide follow through.

• Developed, updated, and maintained spreadsheets to analyze information such as travel, and training; monitor expenditures; administrative reference documents such as staff schedules.

• Prepared inventory and purchase requests.

• Prepared requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.

• Submitted requests for all office supplies using POTS.

• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.

• Manage office records and spreadsheets including office procurements, reimbursements, and property.

• Provide direct administrative, procedural, and informational resource support, work with staff to coordinate program workflow.

Lab Administrator April 2020-August 2022

Contemporaries – Silver Spring, MD

National Institutes of Health / NICHD

• Handle miscellaneous administrative support requirements to support the branch (such as incoming and outgoing personnel, upcoming travel, CTPS requests).

• Provide travel services to branch personnel in preparation for virtual conference and presentations.

• Enter and process actions as needed in various personnel systems (FPS, NED, CapHR, ITAS, and Concur/CGE).

• Ensure all aspects of provisioning (computers, mobile devices, desk phones) and implement access to calendars, network drive, VPN, and OneDrive/SharePoint as needed. Coordinate with IT support for seamless on-boarding of personnel.

• Schedule and start Webex meetings and gathered meetings minutes for progress meetings.

• Track, update and monitor facility maintenance tickets, for lab scientists and staff.

• Plan, coordinate and implement branch off-boarding. Collect government equipment, badges, and parking hangers from departing personnel.

Research Support Associate February 2012 – October 2016 GMG Contracting – Columbia, MD

National Institutes of Health / NIAID

• Primary conduit to nurses and doctors in responding to their urgent requests to include obtaining supplies and equipment. Expediting samples to the lab for testing to help ensure timely results for diagnosis. Receipt of timely lab results.

• Supported the nursing staff during the 2015 Ebola Crisis, by aiding with any tasks that were delegated to help provide the best care to the patient urgent request.

• Analyzed situations to ensure a proper response in an environment where timely response is critical.

• Ensured compliance to the communication regulations established for the isolation area, such as making sure that only approved communication was relayed to those outside of the isolation area.

• General administrative support: answering calls, getting supplies, ordering proper equipment

(i.e., heart monitoring, breathing tubes, blood pressure equip), assisting with daily activities, performing errands, and escorting patients to their rooms.

• Maintained highest level of confidentiality with clients and medical staff.

• Adept at adjusting to the varying situations and ever-changing environmental dynamics. taking into consideration the nature of the work being performed and those involved in the situation.

• Instrumental in fostering strong relationships between the clinic and the clients through clear and concise communication, to include facilitating the client greeting process, responding to client inquiries, and reassuring clients to comfort them and help them remain calm.

• Maintained well spot supplies (medical, office and nutritional) (and monitored medical devices and supplies for viability.

• Maintained an effective environment conducive to the healing process through solid communication and compassionate demeanor.

• Monitored and tracked facility information associated with heating, air conditioning and refrigerator temps, and submitted repair requests to facility engineers as needed. Administrative Assistant (P/T) February 2011 - January 2012 The Endocrine Society

Chevy Chase, Maryland

• Helped edit the companies Minority Affairs webpage by adding new member’s info (i.e.: speaker’s education background, member’s bios, pictures).

• Used Excel spreadsheet to handle tax forms associated with

• Maintained pie charts to log in accomplishments to include awards, annual incentives, and volunteer work).

• Handled all incoming emails regarding questions about the company annual member’s convention.

The Center for Cancer and Blood Disorders July 2008- Jan 2011 Bethesda, Maryland

• Provided reception support in an outpatient healthcare facility to include greeting and checking in all incoming patients.

• Filed and retrieved patient records and entered patient data and related information.

• Reviewed patient medical records and identified inconsistencies in diagnosis and treatment criteria per insurance company reimbursement policies. Education:

• Montgomery College, September 2000 - June 2004 Associates Degree Science Education

• UMUC, Sept 2007 - June 2010 Bachelors of Arts

Certifications, Awards and Accomplishments:

• CPR /AED /First-Aid Certification Course American Heart Association June 2024

• CPR/AED/ First-Aid certification course for children and adult - August 2024

• NIH proprietary Timekeeping/ITAS, Procurement/POTS and ITAS Travel training completed. December 2022

• 2016 NIH Administrative Award of Merit for showing leadership and planning in a facility move project (CIT Move Team) involving more than 300 staff.

• 2016 NIH Administrative Award of Merit for accomplishing the addition of 13 new Pathways summer students.

• 2015 NIH Director's Award for accomplishments in being part of the NIH Ebola Emergency Response Team

Skills:

Hardware/Software: S t r o n g I n t e r p e r s o n a l s k i l l s Proficient knowledge of Microsoft Word, Excel, PowerPoint, SharePoint, MS Office, PC and Macintosh, Microsoft XP, Windows10 operating systems, Webex, Zoom, and Meetings experience.

Soft Skills: Results-driven, detailed-oriented, proactive, strong work ethic, adaptable, self-motivated, dynamic, outgoing.

Languages: English (Fluent), Spanish (Fluent)

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