Project Operations Coordinator
Company Description
Gryphon Scientific is a small, growing consulting business with a unique focus on physical and life sciences, public health, and program management and evaluation. We capitalize on our staff’s rich, past experience in the laboratory, in policy shops and from the field, combined with literature-based research and interview data collection, to tackle projects with complex technical challenges. Our projects drive policy changes in security, preparedness, and science policy at the highest levels of US government. Abroad, we advise governments in the developing world on how to cope with daunting public health challenges. Our aim is to improve the health and safety of populations world-wide. Gryphon strongly encourages collaboration across disciplines, throughout the company, and between junior and senior staff, including a large cadre of PhD scientists. Personal and professional development are actively supported through opportunities to work across a wide range of projects. The energy of our small business environment, as well as our commitment to technical excellence, attracts staff with interesting and impressive backgrounds as well as recent graduates seeking a challenging and rewarding career. Gryphon boasts a friendly work environment, a comprehensive employee benefit package, and places an emphasis on work-life balance, which has afforded us excellent employee retention. We are committed to attracting and retaining a diverse staff and will honor your experiences, perspectives and unique identity.
Job Description
Gryphon Scientific seeks a project operations assistant to work with our Operations Manager to provide budget, contract, formatting, electronic filing and coordinating support to our federal consulting work, from initial proposal to ongoing project to closeout. This role will be focused on helping to develop, update and report on multiple proposal and project budgets simultaneously. You will also be locating, completing and otherwise coordinating contractual paperwork for proposal submissions, project start-up and project close-out; formatting proposals, project deliverables and other documents; and providing other support to project managers (PM) and principal investigators (PI) on everything proposal and project related, for a small, exciting company. This position can be executed with up to 50% at-home work.
Every applicant must include a cover letter that explains how your prior experiences have prepared you to be able to take on the specific duties of this job and do them quickly, completely and accurately. Gryphon offers an ideal opportunity for a dynamic individual with prior experience to build additional skills in a growing company. Please note the salary range and include your salary expectation in your cover letter.
Duties
Business Development and Proposal Support
- Support the bid and proposal process by coordinating activities, collecting proposal components, completing templates, tracking solicitation amendments, managing schedule and internal activities and formatting documents.
- Co-lead proposal budget development and finalization with principal investigators.
- Ensure compliance with solicitation requirements; assemble contractual sections of proposals including representations, certifications, and registration, verify adherence, complete checklists and secure internal approvals.
- Liaise with subcontractors and consultants to obtain all needed administrative information for proposals—costs, resumes, capability statements and past performance information.
- Respond to PM and PI questions and provide support; seek additional information from government agency’s contracting office when needed.
- Update proposals and financial systems and archive proposals.
- Assist in proposal process improvement.
- Other business development duties as assigned.
Project Support
- Assist in the process of converting proposals to projects after award, including helping to revise staffing plans and schedules, participating in kickoff meetings and ensuring adherence to requirements.
- Help develop, update and maintain labor and ODC budgets for multiple contract types, including the incorporation of subcontractor and consultant budgets.
- Identify budget issues, recommend solutions and resolve problems as directed; support PMs/PIs with finance or contract related issues.
- Support the project quality assurance program, compliance efforts and other project auditing and monitoring processes, such as the institutional review board.
- Support project file management and archiving, including working with PIs/PMs to ensure that project deliverables and other important project documents are saved in the appropriate project folders; serve as project librarian when needed.
- Format deliverables, presentations, reports and other project documents.
- Participate on the website team and make minor website updates as directed.
- Update project data in company systems.
- Order supplies and equipment for project use.
- Support other project-related and company support activities.
Minimum Qualifications:
- Associates Degree and at least one full year of related administrative experience, ideally involving budgeting or financial accounting work.
- US Citizenship (please confirm citizenship).
- Fully vaccinated against Covid-19.
Required Skills:
- Strong Excel, Word and PowerPoint skills; experience with the entire MS Office Suite.
- Ability to work on multiple initiatives simultaneously and at multiple levels of complexity, from routine administrative tasks to team participation.
- Ability to work independently to complete tasks on time and within budget.
- Patience, time management, organizing, scheduling and listening skills.
- Excellent attention to detail and ability to achieve 100% accuracy.
- Ability to communicate clearly and professionally verbally and in writing.
- Creative problem solving; likes to tackle complex issues and work thought hard problems.
- Experience with financial systems; Unanet experience would be ideal.
Company Benefits
- Gryphon’s 2021 benefits package includes fully paid health, vision and dental insurance to all full-time employees choosing individual coverage, 25 paid days off (holidays and other leave) to new employees, matching 401k contributions made into the company plan up to 3% of salary, professional development funding, tuition reimbursement, transportation subsidies, funds to help pay for wellness costs (like the gym) and more.
- Gryphon supports professional development including conference attendance and career specific training.
Company Culture
- At Gryphon, we take pride in maintaining a safe workplace centered around inclusion and valuing diversity. We boast a friendly, balanced work environment. Gryphon employees often take afternoon walks to the local ice cream or coffee shop. The dress code is comfortable and most of our space is comprised of individual offices.
- Mentorship is taken seriously at Gryphon Scientific. There is an open-door policy for all staff, meaning you can ask for advice from any staff member, from the owner of the company to your manager to junior staff. We’re a place that actively encourages intellectual engagement and provides analytical challenges on a wide range of projects.
- We encourage all senior staff to participate in business development efforts and the company supports senior staff pursuing work in their areas of interest.
- We want you to be you and value the unique gifts that you bring to the workplace and your colleagues.
Salary range: $44,000 to $50,000.