Job Description

COMPANY DESCRIPTION

Gryphon Scientific is a 50-person research organization with a unique focus on physical and life sciences, public health, and emergency management. Our aim is to improve the health and safety of populations world-wide. Our projects drive policy changes in security, preparedness, and science policy at the highest levels of the US government. Abroad, we engage with international stakeholders to strengthen the capabilities of developing countries to address public health and security challenges. The energy of our small business environment, as well as our commitment to technical excellence and advanced analytic approaches, attract staff with the highest qualifications. Gryphon strongly encourages collaboration throughout the company, between junior and senior staff and across disciplines. Personal and professional development are actively supported. Gryphon boasts a laid-back workplace, a comprehensive employee benefit package, and places an emphasis on work-life balance, which has resulted in excellent employee retention. We are growing and looking for new staff members to join the Gryphon team.

JOB DESCRIPTION

Gryphon Scientific is actively hiring an Operations Manager to support and carry out execution of strategic operations improvements and on-going responsibilities across numerous back-office functions (BD, financial support, HR, admin, facilities) at a small Federal contracting/consulting company. This role combines day-to-day oversight of office management functions carried out by administrative assistant (AA) support staff, with direct performance of some of those duties. In other words, the Operations Manager must take general, directional guidance, know how that function is done, finalize the plan and ensure that it gets done properly by administrative staff and/or doing some things personally. The ideal candidate combines hands-on experience with supervisory and management skills. Gryphon Scientific offers an ideal opportunity for an operations, business or office manager to take their career to the next level all in a collegial, small company environment. Please include a cover letter directly relating your experience to the expectations described in this announcement and include your salary requirements.

BUSINESS DEVELOPMENT AND PROPOSAL SUPPORT

• Manage the bid and proposal process on behalf of the Principal Investigator (PI): track solicitation amendments, coordinate stakeholder activities, including subs, collect proposal components, and manage the proposal schedule, including review and submission.
• Support proposal budget development including creating cost estimates, formulating budgets, and completing the entire business proposal.
• 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 to obtain all needed administrative information for proposalscosts, resumes, capability statements, past performance information.
• Maintain sales information system and produce periodic reports on our sales performance.
• Maintain government registrations.
• Respond to proposal manager and PI questions and provide support.
• Supervise the AA who assists in proposal process improvement and provide training.

FINANCIAL AND CONTRACT SUPPORT FOR CLIENT PROJECTS

• Interface with Business Manager and PI to create and help manage project budgets, update resource allocation plans, produce project-level progress reports, identify budget issues, recommend solutions, and prepare revised budgets.
• Become sufficiently familiar with the scope of work and requirements of our contracts that you can represent the PI in conducting business transactions.
• Serve as the companys primary liaison with contracting officers, supporting project managers with finance or contract related issues (requesting contract mods or expenditure approvals).
• Work with PIs to develop subcontracts and consulting agreements and liaise with subcontractors and consultants to obtain billing information and issue contract modifications as needed.
• Coordinate the Project Quality Management Program by developing/enhancing checklists, forms and processes, facilitating review meetings, and helping ensure action plans are completed.
• Assist in identifying labor needs across contracts and work with the Operations Director to support the recruitment of new positions.
• Support Operations Director and Business Manager with financial information, reporting, forecasts, and problem resolution.
• Supervise AA who also supports these functions and provide training.

HUMAN RESOURCES

• Support the Operations Director in overall administration of HR functions.
• Oversee benefits administration by the AA and HR vendors.
• Manage recruitment; supervise AAs execution of recruiting and onboarding processes.
• Support the performance management program, including supporting staff with ongoing feedback systems and helping coordinate the annual review process.
• Help develop and administer continual learning and training programs.

SECURITY AND INFORMATION TECHNOLOGY

• Under the director of the IT Director, supervise IT support processes and procedures conducted by the AA and IT vendors, such as equipment allocation and tracking, software requests and management, and help desk support.
• Under the direction of the Security Manager, help support the companys security needs, including cyber security, information security, office space and any project-related needs.

FACILITIES

• Help coordinate capital improvements to office space; support the facilities AA and liaise with outside vendors and contractors for lease renewals, office maintenance and buildouts.
• Engage in space planning, office assignments, equipment ordering and inventory maintenance.
• Supervise AA who handles front desk, meetings and events, and office supplies.
• Maintain Gryphons Montgomery County Green Business Certification.

GENERAL ADMINISTRATION AND FACILITIES

• Research and resolve new or developing issues with back-office functions for project staff that are escalated by the AA team or delegated by the Operations Director or Business Manager.

• Report directly to the Operations Director with a dotted line report to Business Manager.

• Supervise two staff who will also support contract and company operations.

• Support the corporate partners by facilitating support by the AAs or providing direct support as appropriate to the circumstances.

• Make recommendations for process improvement and maturing operations.

• Perform other tasks and supervisory duties as requested.

REQUIREMENTS

MINIMUM QUALIFICATIONS:

• Bachelor's Degree from an accredited college or university and three (3) years of experience in operations, business or office management, including the responsibility areas described above preferably in a Federal contracting environment or nine (9) years of experience.
• Experience with US Government contracting environment, including all related processes, procedures and regulations; specific knowledge of FAR, contract types, and Federal contract systems like Grants.gov helpful.
• Experience with managing proposals and contracts and with developing and monitoring budgets.
• Willingness to relocate to DC/MD/VA and work at Takoma Park, MD office location (after Covid).
• US Citizenship (please confirm citizenship in cover letter).
• Able to obtain secret clearance.

REQUIRED SKILLS:

• Strong Excel and Word skills; experience with the entire MS Office Suite.
• Ability to oversee and work on multiple initiatives simultaneously and at multiple levels of complexity, from routine administrative tasks to team management.
• Ability to work independently to complete tasks on time and within budget; ability and interest in working as part of a small team and partnering with supervisors, peers and subordinates on joint projects and shared responsibilities.
• Patience, business maturity, time management, organizing, scheduling and listening skills.
• Excellent attention to detail and ability to achieve 100% accuracy.
• Excellent verbal and written communication skills.
• Creative problem solving; likes to tackle complex issues and work through hard problems

ADDITIONAL SKILLS AND EXPERIENCE (DESIRED BUT NOT REQUIRED):

• Experience with tracking financial performance, financial forecasting, financial analysis, and with accounting systems such as Unanet.
• Experience with HR laws applicable to businesses with more than 50 employees.
• Experience with marketing, website development and knowledge systems.

BENEFITS

WHY CONSIDER GRYPHON SCIENTIFIC?

• Gryphon offers a competitive benefits package including 401(k), fully subsidized employee health insurance, and performance and profit-sharing bonuses.
• Gryphon Scientific is a place that actively encourages intellectual engagement and provides analytical challenges on a wide range of projects.
• Gryphon Scientific boasts a friendly, laid-back work environment. The dress code is casual. Gryphon employees often take afternoon walks to the local ice cream or coffee shop.
• 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.
• Work-life balance and a pleasant work environment are a priority. All staff work in offices; there is not a cubicle in sight!
• We encourage all senior staff to participate in business development efforts and the company supports senior staff pursuing work in their areas of interest.
• Gryphon supports professional development including tuition reimbursement, conference attendance and career specific training.