[Hiring] ON-CALL Operations Lead, Scientific Working Groups and Committees @IIIIIIUS

Role Description

The Task Area Lead – Logistics provides operational leadership and oversight for logistics support services under the NCATS CTSA Coordination, Communication, and Operations Support (CCOS) contract. The TA lead is responsible for managing a distributed team of logistics staff, ensuring consistent, high-quality execution of deliverables, and maintaining continuity of operations across a high-volume, complex portfolio of program activities. This role serves as the primary point of accountability for logistics task area performance, including resource management, process standardization, quality assurance, and alignment with contract requirements and client expectations. The TA Lead drives operational consistency across teams and supports continuous improvement in service delivery.

Key Responsibilities

• Task Area Leadership & Contract Delivery
  • Lead execution of logistics task area activities in alignment with contract scope, timelines, and performance standards.
  • Provide day-to-day oversight of task area operations to ensure deliverables are completed accurately, efficiently, and on schedule.
  • Monitor task area performance, identify risks, and implement mitigation strategies to ensure continuity of services.
  • Collaborate with the Project Director and senior leadership on planning, staffing, and execution strategies.
• Supervision & Workforce Management
  • Directly supervise logistics team members, including task assignment, workload balancing, performance management, and resource planning.
  • Lead onboarding, training, and professional development activities; develop and maintain training materials and guidance documentation.
  • Establish clear expectations, provide ongoing feedback, and support staff in meeting performance objectives.
  • Ensure staffing coverage, cross-training, and optimized workload distribution to maintain operational continuity.
  • Foster a collaborative, high-performing team culture focused on accountability, learning, and continuous improvement.
  • Serve as the primary escalation point for logistics-related issues.
• Operations Oversight & Quality Assurance
  • Oversee logistics operations across CTSA committees, working groups, consortium groups, webinars, and ad hoc activities.
  • Establish, refine, and enforce SOPs, templates, workflows, and tracking tools for deliverables, timelines, and action items.
  • Implement quality control processes to ensure consistency, accuracy, and timeliness of deliverables, including meeting materials, summaries, and communications.
  • Monitor operational performance through observation, feedback, process reviews, data tracking, dashboards, and reporting metrics.
  • Coordinate with internal systems and tools to support reliable data tracking, reporting, and continuous improvement.
  • Maintain continuity of operations by promoting best practices and consistent service delivery across team members and assignments.
• Program & Meeting Logistics Oversight
  • Provide leadership oversight for logistics support across CTSA Enterprise Committees, Working Groups, and Consortium Groups.
  • Oversee webinars and ad hoc meetings (25–30 meetings per month).
  • Ensure coordinators execute core responsibilities, including scheduling, material preparation, facilitation support, documentation, and follow-up.
  • Provide input and support to the Lead Meeting Planner for planning and execution of the Annual CTSA Program in-person meeting.
  • Oversee key logistical components including communications, documentation workflows, and coordination with cross-functional teams.
• Client Engagement
  • Serve as a primary logistics point of contact for CCOS leadership and external stakeholders, including NCATS and CTSA Program representatives.
  • Participate in client and internal meetings; provide status updates and respond to stakeholder needs and inquiries.
  • Serve as a liaison between logistics staff and internal/external stakeholders to support alignment and issue resolution.
• Process Improvement & Innovation
  • Lead continuous process improvement efforts, including streamlining workflows and enhancing operational efficiency.
  • Identify and implement opportunities for automation, AI-supported workflows, and tool enhancements.

Qualifications

• Bachelor’s degree in a related field.
• Minimum of 6 years of experience in logistics, operations, or project coordination for large-scale or federally funded programs.

Preferred Qualifications

• Experience supporting NIH, HHS, or similar federal programs or research consortia.
• Experience with virtual collaboration platforms (e.g., MS Teams, Zoom), project management tools (e.g., Smartsheet, Azure DevOps), and content management systems (e.g., Strapi).
• Experience developing SOPs, process documentation, and workflow tools.
• Familiarity with data tracking systems, dashboards, and reporting processes.
• Demonstrated experience leading teams and managing complex operational workflows.
• Strong organizational, communication, and stakeholder management skills.
• Minimum of 2 years’ experience supervising or managing teams of 3–6 staff, including performance management responsibilities.

Pay Range

The pay range for this position based on full-time employment is: $74,090.00 - $125,954.00.