Operations Coordinator - NIH Division of Police contractor

Cynthia M. Hickman

************@*****.*** 240-***-**** mobile

Operations Coordinator contractor at Division of Police for U.S National Institutes of Health 06/2024 – 05/2025

Guidehouse, Inc. McLean, VA Hours per week: 40

Administrative management: Provided high-level administrative task support within the NIH Division of Police (DP). Coordinated the day-to-day office operations, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks. Executed and performed executive level administrative duties for executive management. Developed advanced computer and internet research skills during my NIH work experience. Responsible for confidential and time-sensitive material. Heavy calendaring and meeting arrangements.

Expert level experience in preparing routine and advanced correspondence. Maintained professional work ethic and Ability to work well with all levels of management and staff.

Prepared travel arrangements and authorizations using Concur Government Travel system. Maintained timekeeping records using Integrated Time and Attendance System (ITAS). Assisted Chief and Deputy Chief with meeting scheduling and follow-up as needed. Contacted DP vendors related to payment of invoices and outstanding balances. Worked closely with Acquisitions regarding entering invoices into POTS and coordination of payment remittances.

Reviewed and summarized the content of incoming materials, specially gathered information, or meetings. Stayed abreast of and implemented current regulations, policies and procedures, updated staff on relevant information. Monitored compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained. Created, revised, and maintained Standard Operating Procedures (SOP) for office procedures and policies pertaining to administrative and police policies.

Worked independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; and resolved action processing issues. Created summaries and reports based on information gathered.

SETA Support Specialist contractor for Department of HHS/ARPA-H 08/2023 – 12/2023

Strategic Analysis, Inc. Rosslyn, VA Hours per week: 40

Agency Support: Providing sophisticated support of the Scientific Engineering Technical Advisor (SETA) Contracting Officers within the Advanced Research Projects Agency for Health (ARPA-H). Daily tracking of New Employee Onboarding requests for all offices within ARPA-H. This includes email notifications to Onboarding teams regarding new NED entries. Collaboration with SETA Coordination team in creating new contractor request notifications in the Inbox for tracking, reporting and metrics. Assisting SETA Coordinators with sourcing lists of updates. Verified 300+ records for correct Name, Role/Title, Name of Client supported, Servicing Administrative Officer, Service Area Code (SAC), work location (local or remote), and Entry-on-Duty date. Collaboration with SETA Coordination team and other agency offices to develop content for SETA Resource intranet page, including but not limited to: FAQ’s, FTE/Contractor Do’s & Don’ts, Standard Operating Procedure finalization (Recruitment, Selection, Onboarding, Maintenance and Offboarding), and SharePoint site creation for planning (task automation, records retention, cost savings and efficiency).

Executive Assistant contractor for U.S National Institutes of Health 03/2023 – 08/2023

Contemporaries, Inc. Silver Spring, MD Hours per week: 40

Program Support: Provided executive level services in support of the Director of HEAL Initiative program in a rapid paced environment. Heavy calendaring activities with constantly changing priorities and scheduling challenges. Ensuring senior staff are informed daily of all changes and keeping calendars updated. Responsible for all agendas, meeting materials and slide decks, and other documentation provided in advance of all meetings ensuring staff can attend meetings with all necessary materials. Draft, process, catalog, file, and maintain the correspondences, messages, and other documentation on behalf of the HEAL Senior leadership team. Prepare draft communication plans and PowerPoint slide presentations for leadership approval. Coordinate with staff on meeting organizing, professional development, workshops, conferences, and other required meetings.

Administrative support: Skilled with Zoom, Webex, Slack, and MS Teams for meeting scheduling and hosting. Assisting meeting planners with agendas and other meeting materials. Experienced with initiating new employee records entry into NED database. Proficient with Concur for travel arrangement including hotel and lodging for principal and staff. Proficient with POTS procurement ordering system to purchase office supplies, conference requests, and other purchase requests as needed. Support process improvement to the Program Management Office's business functions and suggest efficiencies to existing policies and procedures.

Executive Assistant contractor for U.S National Institutes of Health 03/2020 – 05/2022

CAITTA, Inc. Herndon, VA Hours per week: 40

Program support: Heavy calendaring duties in support of COVID-19 activities. Tracked project status and met with staff for weekly briefings. Managed multiple administrative tasks including meeting scheduling using Webex, Zoom, Slack, Skype, and Microsoft Teams. Managed budget tracking. Prepared POTS purchase requests, training and professional conference requests, literature searches, data requests, PowerPoint presentations, and summary reports. Integrated planning of day-to-day and longer-term projects and activities. Longer term projects included planning conferences and working groups, for those which provided recommendations for new programs and optimization of NCATS programs.

Administrative support: Prepared briefing memos, talking points, background, decision memos and other materials for managers and decision-makers. Assisted with budget formulations and FY projections for equipment, contractual support, travel, training, space management, and equipment and supplies for supported office. Provided program planning for multiple functional committees including the NIH Review Policy Committee, NCATS Heath and Disparities working group, staff meetings, and other working group meetings as needed. Utilized expert skills in studying work methods, administrative guidelines, procedures, utilization of HR, work assignments, delegations of authority, management controls, and information and documentation systems. Offered advice on all aspects of program management and administrative operations such as travel, timekeeping, finance, procurement, contract support, acquisition management and policy guidance. Highly skilled in Microsoft Office Professional software (Outlook, Teams, Power Point, Excel) Concur Government Edition Travel system (CGE), Oracle, ITAS / DFAS timekeeping systems, and Adobe Professional. Presented program data information using a variety of formats, including PowerPoint presentations, Word documents, Excel spreadsheets, budget summaries, organizational charts, graphs, and various chart types.

Assistant Equal Opportunity Manager: WRP Internship -(Federal) 03/2019 – 11/2019

Joint Base Andrews Air Force Base, MD Hours per week: 40

Organizational support: Functioned as a source and advocate for diversity, tradition and culture educational awareness, and as a liaison for MAJCOM support. Collaborated to build strategic partnerships to assist in increasing outreach potential by attending meetings, workshops, and events. Contributed to the planning and execution of the Air Force Equal Opportunity Worldwide Annual Training Conference, planning and updating a five-day agenda, handling registration process for 300 attendees, coordination of conference site support including food services, audio and video services support, training materials, hotel arrangements for attendees and other duties as needed. Analyzed applicant files, ensured equal opportunity in the hiring process. Assisted in conducting training and developing programs of content for workshops and training sessions relating to the EO Affirmative Action Plan.

Policy and program support: Worked on issues pertaining to briefing, reviews PowerPoint files for accuracy, and special observance program facilitation. Provided assistance in setting up displays for special observance. Supported the Air Force A1Q Headquarters EO/MEO Program Manager with the Secretary of the Air Force Directive in the combining, formatting and adjudication of comments of the Air Force Instructions: AFI 36-2706, Equal Opportunity Program Military and Civilian, AFI 36-2707, Nondiscrimination in Programs and Activities Assisted or Conducted by the Department of the Air Force, and AFI 36-205, Affirmative Employment/Special Emphasis Programs and Reasonable Accommodation Policy. Aided in the preparation and processing of collecting, computing, and summarizing EEO statistical data for the MD-715 report.

Administrative Assistant contractor for U.S. National Institutes of Health 05/2018 - 01/2019

Brandan Enterprises, Inc., Knoxville, TN Hours per week: 40

Program support: Tracked the status of projects and met with staff for weekly briefings. Prepare purchase requests, travel requests, literature searches, data requests, PowerPoint presentations, and summary reports. Integrate planning of day-to-day and longer-term projects and activities. Long range projects include planning conferences and working groups, i.e. those which provided recommendations for new programs and optimization of NCI programs. Regularly provide status updates. Carried out personnel management responsibilities, conducting searches for summer interns and Presidential Management Fellow candidates, organizing candidate interviews, and on-boarding and off boarding staff. Prepared briefing memos, talking points, background, decision memos and other materials for high-level managers and decision-makers. Assisted with budget formulations and FY projections for equipment, contractual support, travel, training, space management, and equipment and supplies for supported office. Provide program planning for multiple TTC functional committees including the NIH Program Leadership Committee, NIH Review Policy Committee,

EDUCATION

Howard Community College, Columbia, MD Associates Degree

PROFESSIONAL TRAINING

Equal Opportunity Training:

U.S Air Force Basic Mediation Course, Certificate of Completion Roadmap to Success/Schedule A

U.S. Air Force Legal Transit System OPM Human Resources 101

Effective Writing Leadership Skills for Non-Supervisors

Leadership, Management and Skill Trainings and Certificates:

Department of Defense U.S. Air Force Task Management System Managing Multiple Priorities, Projects and Bosses

Learning Management System for Learning Administrators FEMA Disaster Preparedness

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