Luisa Sabrina Rodriguez
Hagerstown
Summary
Dynamic Operations Coordinator with extensive experience at the National Institute of Neurological Disorders and Stroke, excelling in problem-solving and analytical thinking. Proven track record in managing complex projects and enhancing workflow efficiency through effective use of Microsoft Excel and SharePoint. Adept at conflict resolution, fostering collaboration among diverse teams.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Operations Coordinator
National Institute of Neurological Disorders and Stroke (NINDS)
Rockville
05.2023 - Current
- Company Overview: Office of Programs to Enhance Neuroscience Workforce Development (OPEN), Office of Training & Workforce Development (OTWD), Global Solutions Network (Contractor)
- Provides support for various procurement and administrative tasks
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms
- Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow
- Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes
- Research information requested and provided feedback; maintain status of projects; follow up on actions through contact with office staff
- Acts as point of contact with management and administrative, budget and property management staff
- Develop, maintain, and utilize various administrative databases
- Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment through POTS
- Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices
- Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information
- Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
- Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc
- Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs
- Provide information to program staff on policies and procedures for government travelers and invited guests
- Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation
- Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions
- Develops, maintains, and updates documentation, databases and spreadsheets for personnel, budget, and travel actions
- Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files
- Assemble and summarize data, background information and other materials from source materials or automated systems
- Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management
- Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members
- Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint
- Handles critical operational tasks such as data management, event coordination, budgeting, compliance, and communication to support training and career development initiatives, allowing scientific staff to focus on strategic Institute goals
- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff
- Prepared and completed many personnel actions by various mechanisms including Title 42, fellowships, trainees, contractors, collaborators, and consultants joining the lab
- Entered personnel actions; FTE Packages, Research Fellows/Clinicians, Pre-Doctoral, Post Baccalaureate, Post-Doctoral IRTA, and Visiting Fellows into their corresponding system and proper procedure
- Oriented new administrative and clinical personnel to the laboratory and administrative databases and computer systems
- Manage office records and spreadsheets including office procurements, reimbursements, and property
- Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests
- Coordinates with management on special projects
- Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow
- Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases
- Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals
- Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
- Researchers and proposes new administrative procedures
- Collected data, analyzed, researched, and prepared justifications for administrative requests, input requests into NIH databases
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
- Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development, and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately
- Office of Programs to Enhance Neuroscience Workforce Development (OPEN), Office of Training & Workforce Development (OTWD), Global Solutions Network (Contractor)
Senior Executive Administrative Aide
Montgomery County Government
Rockville
08.2021 - 05.2023
- Company Overview: Office of the County Executive
- Drafting, editing, proofreading, and formatting correspondence, reports, and other documents
- Acts as liaison between senior staff in the Office of the County Executive, the County Attorney’s Office, and department and agency directors, managers, County Council members and other elected officials, representatives from outside organizations, County employees, and the public
- Manages senior appointed officials' calendars, schedules and coordinates meetings and appointments for small and large meetings
- Self-reliantly tracks and monitors status of various issues, documents, projects, activities, and initiatives, planning and coordinating high profile meetings and events
- Often researches and develops agenda and other materials for use during official engagements and prepares minutes summaries
- Independently processes packages that require the Chief Administrative Officer and County Executive’s signature and approval, and make sure that it is forwarded to the Office of the County Attorney, the Office of Management and Budget, and to the Montgomery County Council, as needed
- Handles all correspondence, calls, and scheduling requests swiftly and effectively prioritizing assignments
- Ensures that packages are signed, reviews packages with Executive Regulations and Executive Orders, obtaining Executive order numbers from the Registrar, making sure the County Attorneys signature is included when appropriate
- Serves as the Notary Public for the County Executive’s Office, and others as needed for various legal documents requiring notarial services
- Work closely with the Office of the County Attorney to review various legal documents such as Subordination Agreements (MDPU and Land Records), Developmental Agreements and Declaration of Covenants and Contracts of Sale, Deed of Trust, HUD Amendments (Regulatory Agreements), and many other documents requiring Executive Staff approval
- Assist with the processing of contract and amendment approvals for the County’s Economic Development Initiatives, and any other business
- As the Aide to the Assistant Chief Administrative Officer who oversees many departments Directors in Montgomery County specifically in the Economic Development efforts of Montgomery County to assist with many ongoing administrative duties that comprise responding to internal & external inquiries, handling issues, making appropriate referrals, and providing staff support to designated work groups, task forces, committees, programs, and functions including leadership forums management team meetings; senior management leadership retreat and recruits; countywide process/procedure related matters, special events and awards programs, etc
- Regularly composes, reviews, edits, formats, and proofreads executive correspondence, memoranda, reports, and written materials
- Review departmental Grants and MOUs (Memo of Understanding) that required approval from the Chief Administrative Officer or the County Executive
- Often conducting further research on grant proposals and MOUs for completion and compliance, and ensuring they are reviewed and approved by the appropriate authority
- Experienced in organizing and prioritizing work to meet deadlines and managing multiple assignments, while being detail oriented and flexible in a fast-paced, high pressure work environment
- Assists management with researching issues and collecting and organizing data and information from a variety of sources to prepare reports, presentations, and other documents needed for meetings
- Occasionally provides written and oral translational services in Spanish for constituents in-person or correspondence
- Experienced managing data and maintaining confidential files and records
- Frequently completes assignments of office automation equipment and computer applications including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel), and Adobe 9 Pro, Microsoft Teams, and SharePoint to communicate, maintain calendars, schedule meetings appointments, track and monitor documents and activities, create spreadsheets, and prepare documents, agenda, minutes, reports, and presentations
- Participates in Interview panels as well as coordinate scheduling of candidates for their interviews with Executive Staff
- Assisted with the County Executive’s calendar to schedule his external meetings for five months
- Assists the other managers under the ACAO’s oversight with any administrative or logistical needs
- Office of the County Executive
Senior Executive Administrative Aide
Montgomery County Department of Police
Gaithersburg
05.2017 - 08.2021
- Company Overview: Office of the Chief
- Managed the Police Chief's public email, monitor and delegate to appropriate personnel for response and resolution
- Maintained the Police Chief's constantly changing schedule for various meetings and events
- Maintained and retained knowledge of paramount issues, and key initiatives and top priorities for the Chief of Police and other Executive staff as well as with the County Executive Office, Chief Administrative Officer, County Council, and various state, Federal and Private organization to make appropriate initial contact, response, and /or referral and follow up effectively to deal with a wide range of questions and problems
- Worked with the Internal Affairs and County Attorney to process sensitive & confidential documents, memos, letters, and MOUS requiring the Police Chief’s review & signature
- Regularly made important judgments, evaluating significance of information to alert the Chief and others to properly facilitate actions relating to programs, services, processes, and events, often outside of the normal business day
- Maintained a list of contacts for the DMV area Police Chiefs and Sheriffs, and other State and Federal Agencies in the Maryland, Washington DC, and Virginia areas
- Composed and formatted, and most often edited memorandums and letters distributed for internal and external purposes
- Maintained continuous contact with the County Executive office, the County Councils office, and the State's Attorney’s office for various requiring high-quality Customer Service support
- Provided confidential administrative support to the Director and other division heads
- Responded to request for information, particularly of a sensitive nature requiring regular monitoring and quick turnaround
- Managed government purchase card for myself and for the Chief, and the reconciliation of the credit cards monthly
- Processed invoices for memberships, supplies, customized gifts from outside vendors, and submitted them for approval and payment
- Reconciled invoices, ensuring payments are made towards their contracts or requisitions of the department’s budget and fiscal processes
- Experienced providing administrative support of departmental budget management, maintaining a tracking history of expenses and invoices with various projects, tasks, custodial codes, and the expenditure organization number assignments
- Provided substantive planning and scheduling to maintain the Chief's calendar, including coordinating meetings and appointments, moving, and rescheduling at own discretion
- Experienced in drafting, editing, and maintaining all correspondence
- As the Senior Aide, an important role was to manage and scheduled meetings the police department has with the public committees such as the African American Liaison Committee and the Latino Liaison Committee meetings
- As the SEAA it is customary to handle various situations whilst helping many stakeholders at once to assist with internal and external requests to accommodate
- Assisted with preparation of case files for court, preparation of legal documents including motions, discovery request, orders, and other confidential documentation
- Often assisted with the review and changes to the Chief’s slides for the Hispanic Community Academy to ensure that information was updated and accurate, as well as translate it into Spanish
- As the Chiefs Aide, coordinated the planning, payments for venue, scheduling, and invitations for the Montgomery County Chamber of Commerce, Public Safety Awards every year
- Completion of the MCPD’s Civilian In-Service and Online PowerDMS Training Modules with Topics such as: Ethics and Fraud, etc
- Office of the Chief
Operations Coordinator/Sr. Administrative Assistant
Kelly Government Solutions
Bethesda
06.2007 - 05.2017
- Company Overview: NIH/NIMH Genetic Epidemiology Research Branch, NIH/NIAID/ Tuberculosis Research Section
- Provided executive level support for the Branch Chief, Lab Chief, or others; possibly multiple executives) to include scheduling (calendars, meetings, conference rooms, and travel arrangements
- Served as liaison between NIMH clinical staff and other medical centers, physicians, and clinical staff
- Assisted with staff oversight in the absence of Branch Chief and other Senior Clinical staff
- Manage multiple projects and making sure to follow up until completion
- Collaborated with staff on budget tracking (CAN) and protocol management for the clinic
- Developed spreadsheets for tracking budgets; provide summaries to be used to evaluate spending patterns, and assist with new fiscal year reports for expected costs
- Reviewed and edited various procurement requests (Laboratory equipment and Staffing) to ensure compliance with Federal regulations
- Assisted in final document preparation of (SOW) Statement of Work, (SON) Statements of Need, (SSJ) Sole Source Justifications for Contracting Officer review and approval, determining the appropriate method of procurement
- Developed proficiency in the use of NBS NIH Business System for requestion reviews, reconciliation, direct purchase orders, receiving
- Collected data, analyzed, researched, and prepared justifications for administrative requests, input requests into NIH databases
- Exercised strong problem-solving skills and am assertive in challenging situations
- Reviewed and delegated ingoing and outgoing correspondence for executive level's approval and alert writers to any conflict with the file or departure from policies or executive level's viewpoints; make recommendations to resolve problems that might arise
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities
- Often monitored and verified accuracy of data; research and analyze records; identify and correct discrepancies
- Coordinated and managed laboratory and administrative activities for division's activities
- Occasionally worked with staff to manage resources related to ongoing contracts for the NIMH Clinical program
- Assigned timekeeper for the laboratory section (ITAS NIH System) for different categories of leave, premium pay, tours of duty, and proper procedures for each category
- Created and edited timecards, create and delete leave requests, interpreted when and how to edit employee profile information, and add/remove supplements
- Often had to troubleshoot problematic employee timecards and leave balances
- Stayed abreast of important & updated information about the audit process including causes of leave discrepancies, conducting audits, and correcting leave discrepancies
- Frequently identified and maintained new timekeeping policies and procedures and learn to incorporate them into my daily routine
- Summarized content of incoming materials, specially gathered information, or meetings to assist executive; coordinated new information and provided details to matters that required immediate attention
- Occasionally assisted with drafting manuscripts, abstracts, protocols, etc.); obtained consents as needed
- Maintain office supplies; work with laboratory staff to inventory and maintain lab supplies; enter orders into POTS or AMBIS (NIH Purchasing system)
- As a Custodial Property Officer, maintained inventory supplies and equipment; prepare and submit training, supply, equipment, service requests, and advertisement orders; coordinate with vendors to obtain quotes and ensure receipt of items
- Prepared property passes; processed property transfers, and surplus equipment that was no longer needed
- Worked closely with the NIMH Laboratory Safety Inspection team to ensure that the Laboratory was following OSHA and NIH/HHS policies
- Ordered office supplies and equipment; monitor orders for delivery and prices; follow up on discrepancies
- Prepared reports and presentations of findings or date to include monthly expenditures, financial calculations, and staffing allocations (CAN current & new fiscal years)
- Maintained office records including office procurements and reimbursement procedures
- Designed and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
- Primary afterhours contact for the -80 and -40 freezers in the laboratory alarms
- Conducted Research, gathered information to compile complex personnel actions by various mechanisms for domestic and international prospect candidates including Title 42, fellowships, trainees, contractors through procurement processes, collaborators, and consultants joining the lab
- Used a matrix to determine pay/salary for each individual by the different professional category in their job classification
- Entered personnel actions; FTE Packages, Research Fellows/Clinicians, Pre-Doctoral, Post Baccalaureate, Post-Doctoral IRTA, and Visiting Fellows into their corresponding system and proper procedure
- Oriented new administrative and clinical personnel to the laboratory and administrative databases and computer systems
- Updated/maintained shared calendars; manage all appointments, commitments, and invitations for clinical staff
- Scheduled workshops and other conferences on behalf of Clinical/Laboratory staff
- Arranged for and coordinate translation of documents for non-English speaking subjects arrange for translators for clinical studies, as needed
- Assisted scientific staff on the preparation of protocols and annual reports
- Processed travel orders for investigators, including arrangements for transportation, hotel, conference registration, auto and other reservations
- Coordinated the preparation of a variety of documents on behalf of clinical staff such as travel requests, prepare Sponsor Letter samples for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests
- Assisted with preparation of Outside Activity Sponsored travel memos
- Often assisted Investigator with their NEES applications when participating in outside activities in the official capacity
- NIH/NIMH Genetic Epidemiology Research Branch, NIH/NIAID/ Tuberculosis Research Section
Education
Bachelor of Arts - Management Studies, B.S., Minor in Psychology
University of Maryland Global Campus (UMGC)
3501 University Blvd, Adelphi, MD 2078305-2028
Associate in Arts (A.A.) - General Studies: Social Sciences, Administration and Health Core (Psychology)
Montgomery College
Rockville, Maryland06-2026
High School Diploma -
Walter Johnson High School
Bethesda, MarylandSkills
- Judgment
- Decision making
- Problem Solving
- Analytical thinking
- Critical thinking
- Conflict Management
- Conflict resolution
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- SharePoint
- Microsoft Teams
- Adobe 9 Pro
- Remote conferencing
- Zoom
Certification
- Distinguished Achievement Award, Kelly Government Solutions (NIMH/NIH), 2013
- Montgomery County Government Multilingual Certification System for Advanced Spanish (e-Multilingual), Montgomery County Government
- Interviewing and Selecting Employees Course, Montgomery County Government
- Administration Learning Path Training Courses, Montgomery County Government, Contract Compliance Programs, Overview of Contract Administration, Payment Processing, Contract Drafting and Risk Management, Contract Negotiation, Grant-Funding Contracting
Professional References
- Michelle Jones-London, Ph.D., Associate Director, NIH/National Institute of Neurological Disorders & Stroke (NINDS), jonesmiche@ninds.nih.gov, Current Supervisor
- Marcus Jones, Chief of Police, Montgomery County Police, MD, marcus_g_jones@mcpsmd.gov, Former Supervisor
- Jake Weissmann, Associate Vice President of Government Relations & Community Affairs, University of Maryland, Baltimore County, Yweissm1@umbc.edu, Former Supervisor
- J. Thomas Manger, Chief of Police, U.S. Capitol Police, DC, jtm@mangergroup.com, Former Supervisor
- Nicole Gyapong, Contracts and Special Projects Manager, Department of Finance, Nicole.Gyapong@montgomerycountymd.gov, Former Supervisor
Languages
Spanish
Native/ Bilingual
Timeline
Operations Coordinator
National Institute of Neurological Disorders and Stroke (NINDS)
05.2023 - Current
Senior Executive Administrative Aide
Montgomery County Government
08.2021 - 05.2023
Senior Executive Administrative Aide
Montgomery County Department of Police
05.2017 - 08.2021
Operations Coordinator/Sr. Administrative Assistant
Kelly Government Solutions
06.2007 - 05.2017
Bachelor of Arts - Management Studies, B.S., Minor in Psychology
University of Maryland Global Campus (UMGC)
Associate in Arts (A.A.) - General Studies: Social Sciences, Administration and Health Core (Psychology)
Montgomery College
High School Diploma -
Walter Johnson High School
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