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Workflow Coordinator

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Workflow Coordinator

Job ID 6586
Job Location Alexandria - VA
Full-Time/Part-Time Full-Time

The Workflow Coordinator provides support to the United States Patent and Trademark Office (USPTO), Knowledge Management Support Services (KMSS). This position performs database searches, provides reference desk and acquisition support, conducts physical collection maintenance, provides interlibrary loan and reference fulfillment, word count estimates for documents, troubleshoots work issues and provides schedule/calendar assistance.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following.  Other duties may be assigned.

 

Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.

 

Performs searches using automated in-house search databases such as ABSS and PLUS.


Provides reference desk support requiring knowledge of a variety of scientific and technical resources and on-line cataloging systems such as Horizon. Verifies bibliographic information for customers.

 

Provides acquisition support, verifies bibliographic information and formats, places orders using an internal database, and provides support such as copy cataloging and editing existing MARC records.

 

Verifies links of electronic resources, conducts physical collection maintenance and checks in serials in various formats.

 

Provides interlibrary loan and reference fulfillment support by performing a quality check of completed work (correct document obtained for requester). Applies troubleshooting skills to research more difficult requests for resolution and processes and forwards documents via electronic means (e.g. email).

 

Provides word count estimates for foreign documents that were submitted for translation into English.

Interprets impact of foreign language tables and charts, which vary considerably in textual content and complexity, on word count results.

 

Creates, updates and maintains various schedules. Some schedules are complex in nature and require an extensive amount of coordination and validation. Includes scheduling numerous instructors for multiple and simultaneous training sessions, scheduling staff to provide hotline/chat room support, scheduling on-site support coverage for facilities or organizations, and on some occasions, scheduling training classes which requires identification and verification of available training locations.

 

Reviews Raw Sequence Listing reports for compliance with sequence rules and annotates errors to alert the applicant on how to correctly fix the error.

 

May act as a team lead for other Workflow Coordinator's and provides training on above tasks and/or acts as back-up to coordinate workflow as required.

 

May be called upon to work variable schedule to ensure that there is sufficient coverage for assigned tasks.

 

Responsible for aiding in own self-development by being available and receptive to any training made available by the company.

 

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output. Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

 

Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.

 

EDUCATION/EXPERIENCE REQUIRED

Associates degree and one (1) year of experience; or equivalent combination of education / experience.

 

CERTIFICATES / LICENSES / REGISTRATION

 

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Knowledge about Library or information center operations

Possess both strong written and verbal communication skills and excellent customer service skills

Demonstrated ability for high production and accuracy

Demonstrated ability to provide training to others

Skilled proficiency using Microsoft Office (i.e., Outlook, Word, Excel, PowerPoint, etc.)

Ability to multi-task and to problem solve

Ability to quickly learn new technical skills, procedures, and specialized software applications

Ability to lead and/or provide training to others

Well organized and detail-oriented with ability to successfully manage multiple projects and priorities

Ability to be self-directed and proactive in work activities

Ability to plan, organize, coordinate and execute work

Ability to meet deadlines and work under pressure

Ability to work both individually and in a team environment

 

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization. 

 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.

 

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