Colby Barrowman

· Provides comprehensive administrative support to the NIH MRI Research Facility (NMRF) and the Mouse Imaging Facility (MIF) by managing day-to-day
administrative tasks, facilitating smooth operations, & addressing any administrative
needs that arise.

· Tracks and manages the budget & spending of NMRF/MIF meticulously, ensuring
accurate record-keeping & financial transparency. Generates detailed monthly budget status reports that include spending projections for supervisor to review and make informed decisions.

· Conducts thorough analysis of newly projected budget data and compare it with
previous budgets to identify trends, discrepancies, & areas for improvement. Use this analysis to guide the progression of annual budget estimates & financial planning.

· Assist in the preparation of comprehensive budget reports & presentations for the Scientist Directors SRS Annual Meeting

· Oversees the renewal of 25 maintenance contracts annually, ensuring timely execution to avoid service disruptions.

· Collaborate with vendors to ensure renewal
terms, & ensure that the terms of the contracts align with the facility's operational needs.

· Serves as the travel coordinator for up to 30 employees from NMRF, MIF, Laboratory of Functional & Molecular Imaging Section, Advanced MRI Section,
and Non-Affiliate travel.

· Coordinate travel requests, submit vouchers, and process reimbursements for both domestic and foreign travel, including sponsored travel.
·Communicate with travelers, Omega World Travel Agency, conference sponsors, and administrative officers to ensure adherence to travel policies and procedures.
· Responsible for organizing travel requests, handling expense vouchers, and managing reimbursements for sponsored and non-sponsored trips. This involves
liaising with travelers, Omega World Travel Agency, conference organizers, sponsors, and administrative officers to ensure compliance with travel policies and protocols.
· Proficient in analyzing, interpreting, and implementing policies and procedures for government travelers and invited non-affiliate guests, while effectively communicating relevant information to program staff.

· Utilizes programs with high levels of proficiency including Microsoft Excel, Word, PowerPoint, CANVA, Outlook, Oracle E-Business Suite, Adobe Acrobat Pro, NIH Business Systems (NBS), Purchase Order Tracking Systems (POTS), Concur Government Enterprise (CGE), Travel Online Management System (TOMS), Financial Payment Systems (FPS), Integrated Time and Attendance System (ITAS), Personnel Action Management System (PAMS), Canva, Conference Scheduler, Zoom, WebEx, & Microsoft Teams.

· Provides expert guidance on relevant government policies while planning, evaluating priorities to establish and meet deadlines, ensuring operational
compliance with all applicable laws, government regulations, policies, and procedures.

· Assists in preparation and approval of Official Duty Action requests (ODA’s) in coordination with Technology Transfer and Ethics department for sponsored travel.

·Maintains an inventory office supplies, equipment, maintenance contractors, and processing orders using POTS/Purchase Order Tracking System.

·Prepare required documents such Statement of Work, Independent Government Cost Estimate, (ICGE), Sole Source Justifications, Market Research & Purchase Descriptions to ensure purchasing and COAC have their documents to execute the purchase or contract.

· Acts as the point of contact for various Office of Research Facilities (ORF) renovation projects at NMRF/MIF, including AC unit renovation, NMRF/MIF
roof repair, overhead paging system repair/installation, upgrade of card readers from
keypads, as well as B1D-69 and NMRC Reception area renovations.

· Researches thoroughly to swiftly identify effective solutions for resolving administrative issues through consultation, investigation, and action recommendations to ensure accurate, efficient, policy-compliant, and consistent processes.

· Address customer inquiries promptly to promote high standards of service.

· Serve as a bridge between administrative and lab personnel, facilitating communication of program recommendations, new government policies, and
strategies for organizational advancement.

· Monitor the efficacy of program policies and procedures, offering feedback and developing solutions to ensure program objectives are met.
· Prepares Personnel packages for new and renewing staff for the NMRF/MIF.

· Engages with prospective new employees to collect necessary documentation. Gathers and finalizes new employee packages, managing activations, renewals,
transfers, terminations, onboarding processes, records, and data utilizing various computer-based tools.

· Organizes travel arrangements and schedules for non-affiliate pre-employment interviews.

· Maintenance, registration, and revision of information in NIH 's Enterprise Directory (NED) and ensuring accuracy of NTE dates.

· Works closely with FTE and non-FTE appointment types handling various requests, inquiries, and tasks related to personnel, credentialing, cost-analysis,
purchasing, timekeeping, property, biological materials shipping, on-boarding, budget report review, information systems, official duty activities, drafting
memorandums, travel planning, reconciliation, and general administrative operations.

· Maintains meeting agendas and minutes for multiple Committee/Subcommittee monthly meetings

· Works with NINDS Property Team to ensure all property within the NMRF/MIF is decaled and accounted for.

· Schedule monthly MIF Safety class and ensure all participants have completed the pre· requisites, submitted their screening forms, and ensure they receive their completed certificates. Update Safety Training Tracker on MIF SharePoint, & Inform technologist once all screening forms are ready for review.

· Grants new users’ access to the NMR Center after verifying their compliance with all safety requirements.

· Conduct weekly walkthroughs of the center to ensure the hallways are cleared and up to safety code.

· Point of contact for tickets of repairs/projects with NIH Maintenance and ORF.

· Ensures that Outlook calendars are kept up to date, including providing support in organizing the principal investigator's email, calendar, and agenda. Manages a variety of calendars and schedules meetings to effectively prioritize tasks and allocate resources.

· Updates and manage listserv for MIF, NMRF, & NMRC Clinical Care Subcommittee.

· Conducts quarterly testing on the overhead PA system to verify proper functionality.

· Coordinates and assist with quarterly fire drills for the NMR Center to maintain compliance with Joint Commission standards.

· Updates Intranet website monthly for trainings/meetings.

· Assist with Joint Commissions preparations.

· Meets with NINDS space management annually to ensure NMRC/MIF space
usage is correct.

• Same duties as listed above