About the position
The Program Support Specialist II plays a crucial role in supporting the Division by managing and overseeing office operations, assisting Division leadership, and ensuring the efficient execution of all programs within the Division portfolio. This position involves administrative management, communication support, and coordination of various functions to facilitate the smooth operation of the office and its personnel.
Responsibilities
- Meet the infrastructure and resource needs enabling efficient operation of the office. ,
- Support all internal and external communications. ,
- Provide leadership, management, and execution of all administrative duties for the efficient operation of the Division office. ,
- Support administrative needs of the Division Director as well as assisting all Division personnel. ,
- Create, maintain and update assigned program schedules for contract deliverables and key events. ,
- Responsible for process development, dissemination, training and coordinating of Standard Operating Procedures (SOP) necessary for program execution with all subcontractors supporting Division programs. ,
- Coordinate with Division and sub-contractor Facility Security Officers (FSO) to assist Division program personnel obtain and maintain security clearances. ,
- Provide assistance in responding to all administrative requirements; meeting all staffing efforts including administering and scheduling interviews, contacting candidates, gathering and storing resumes; and assisting corporate Human Resources staff in administering to the needs of the Division personnel. ,
- Responsible for all customer communications regarding the on-boarding of program personnel. ,
- Government Furnished Equipment (GFE) administrator for all Division programs. Initiates requests, tracks, reports, and coordinates return of all GFE. ,
- Responsible for GFE annual physical inventory and report. ,
- Review program travel requests and estimate to ensure adherence to the Joint travel Regulations and contractual requirements for all Division programs. ,
- Review, code, and recommend approval of all program personnel expense reports to Division leadership. ,
- Review, code, and maintain a log of all vendor invoices for all programs in the Division portfolio. ,
- Manage and meet all infrastructure (information technology, supplies, equipment) requirements. ,
- Monitor and manage all Department of Defense (DoD) required training requirements to ensure compliance across all Division programs. ,
- Responsible for submitting Red Hat Training requests for the Division program personnel via DLT portal. ,
- Support IT and other infrastructure needs of internal and external personnel assigned to the Division, providing coordination and other support with headquarters and shared service staff. ,
- Provide support to offsite staff and offices of the Division. Coordinate closely with personnel in communications and outreach. ,
- Provide input to monthly status reports on GFE and training compliance. ,
- Support Division Program Managers with monthly and quarterly reports as needed. ,
- Communicate findings and recommendations on critical initiatives to appropriate internal parties. ,
- Ensure timely completion and distribution of required documentation. ,
- Perform research and prepare studies as required. ,
- Participate in special projects associated with the program. ,
- Assist with marketing and business development efforts including providing administrative support for trade shows, forums, and events. ,
- Assist in the creation of presentations outlining the program's strategies, products and results associated with internal goals. ,
- Schedule and facilitate program support meetings. ,
- Respond to informational needs on behalf and with both internal and external employees of the Division. ,
- Organize work activities to ensure timely completion of assigned responsibilities. ,
- Foster positive work relationships with customers, co-workers, and visitors.
Requirements
- Bachelor's Degree or a minimum of ten (10) years' of professional work experience. ,
- Minimum of five (5) years' of administrative experience in managing and administering the needs of an office environment including record keeping and document processing. ,
- Familiarity with the Joint Travel Regulations. ,
- Must be able to obtain and maintain a Secret clearance. ,
- Must obtain and maintain any necessary security access and/or background checks (U.S. citizenship required).
Nice-to-haves
- Experience in program management a plus. ,
- Ability to operate standard office equipment. ,
- Ability to work independently with minimal direct supervision. ,
- Ability to coordinate several activities at once, quickly analyze and resolve specific problems and cope with deadlines effectively. ,
- Ability to analyze data. ,
- Contribute to the fostering of positive office morale; be a team player. ,
- Adapt to changes in the work environment and manage competing demands while maintaining a professional demeanor. ,
- Communicate effectively both in writing and verbally with applicants, employees, managers, and customer at all levels of the organization. ,
- Ability to work with both technical and non-technical team members and customers, tailoring messages appropriately. ,
- Deliver excellent customer service in a fast-paced environment.
Benefits
- Medical, Dental, Vision, Life & AD&D Insurance ,
- Voluntary Disability Insurance (STD & LTD) ,
- Time Off Benefits (Paid & Unpaid) ,
- 401(k) Savings Plan with employer matching ,
- FSA ,
- EAP ,
- and more