Program Support Specialist 1

Program Support Specialist 1

This assignment will provide program, project, and administrative support to the Infrastructure Asset Management organization, as well as direct support to the Infrastructure Asset Management Business Administration Manager, and assistance to other Managers and workgroups within the division. This assignment will facilitate program support for a wide variety of activities within the work group and work with organizations throughout Transmission and the corporation overall.

Responsibilities

Program/Project/Process Support (Approximately 40% of the time):

• Communicate annual training requirements and opportunities for appropriate employees as training becomes available for the year.
• Compile and analyze HRMIS training completion data to identify deficiencies, and correct errors in reporting.
• Develop a tracking mechanism for monitoring training completion status and communicate results to the division management and administrative team on a routine basis.
• Compile, track and report all external training requests and conference events for division employees and communicate recommendations to the division management team on a routine basis.

Provide program support for employee engagement and recognition:

• As requested by the corporate manager, prepare annual employee engagement action plans. Compile results and notify the corporate manager of any action items.
• Develop a tracking mechanism for monitoring progress of deliverables identified in the yearly action plan, analyze trends and provide recommendations to the corporate manager to meet established targets.
• Process federal worker award requests in HRMIS which include reviewing submissions and validating information. Track submissions and prepare documents for recognition. Verify that submissions are accurate and completed within established timelines.
• Coordinate recognition events for the division. Provide technical expertise to lower-level division organizational administrative support staff in the conduct of employee engagement activities from conception to execution.

Provide program support for division staffing plans:

• Provide administrative expertise regarding navigation through corporate staffing plan process by creating custom spreadsheets for all of division and communicating information to management
• Analyze HRMIS data and provide information to the division Manager regarding staffing levels for the division
• As requested by the corporate manager, collaborate with Human Resources (HR) to move positions so that management can effectively utilize the vacancies within TI and meet mission requirements.
• As requested by the division manager, enter HRMIS actions and Fieldglass actions.

Coordinate daily operations by:

• Analyzing and providing data, document and process maintenance assistance. This includes staying up to date on the day-to-day coordination and processing of Infrastructure Asset Management's processes and associated functions.
• Understanding the organization's priorities to track meetings, work and delegated projects and tasks to verify that targets are met in a timely manner.
• Developing and maintaining a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents and alert the manager of concerns or delays.
• Supporting the preparation and tracking of CFTE assignment extension documents; prepares, monitors and completes related documentation, submitting for proper review and approval. Perform associated follow-up to obtain required signatures and approval.
• Providing information to division manager on positions and notifying manager of any budget restrictions.
• Creating desk procedures, drafting communication plans and letters. Provide assistance and recommendations with project planning (town halls, offsite meeting logistics, survey preparation, re-org documentation etc...).
• Monitoring inboxes; responding and/or forwarding e-mails to appropriate staff for response. Track and follow up on action items and verify completion.
• Establishing, maintaining, and administering assigned SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Maintains content and permissions. May be assigned as a Site Coordinator for SharePoint sites.

Provide technical expertise Travel Compliance Process in the division:

• Verifies compliance corporate, DOE and Federal travel regulations.
• Conducts internal audits of lower-level organization travel on a random basis to confirm that authorizations and vouchers will pass audit by corporate travel. Alert the corporate Manager of any concerns.
• Comply with Federal travel regulations to make travel arrangements, process travel vouchers, travel authorizations and any other travel related needs.

Administrative/Clerical Responsibilities (Approximately 60% of the time):

• Provide a wide variety of confidential administrative tasks for division managers and support staff of the assigned organization.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other corporate personnel as appropriate.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action.
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate corporate personnel as needed, following up to verify a timely response.
• Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.
• Perform copying, collating, faxing, and scanning.
• Serve as back-up to other team members within the division as needed.

Serve as liaison between assigned organizations, work units and management support staff. Keep updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the managers, frequent interaction with other managers, and outside contacts.

Coordinate with and provide administrative guidance to lower-level support staff; may delegate assignments to lower-level contract administrative personnel at the request of the corporate manager.

Work as a team member to:

• Standardize, streamline and improve overall Administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete teamwork assignments
• develop training as assigned
• Create and maintain Standard Operations Procedures
• Update and maintain desk manual

Coordinate appointments, including commitments of time. Advise managers of appointments and other commitments that might have a bearing on future decisions. Demonstrate sound judgment and a solid understanding of issues when advising the manager of upcoming events.

Organize, plan, prioritize, coordinate, schedule, arrange, and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for corporate managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate corporate manager / personnel.

Accept meeting invitations, assist with outside visitor requests and schedule interviews.

Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.

Compile agendas, coordinate speaking points, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested.

Arrange for representation by others if corporate manager's time and priorities make necessary.

Compile agenda material, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate. Track and follow up on action items and verify completion.

Assist corporate manager in a variety of personnel and other actions for BFTE and CFTE, including:

• Prepare retirement documentation for Administrators signature
• Compile and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• Register VP, manager, and staff for internal/external training classes and conferences.
• Give recommendations to corporate manager by recommending and implementing approved staff recognition opportunities.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, and Telework Agreements for federal (BFTE).
• Compile and complete appropriate new employee on-boarding activities and retirement documentation.

Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodation, and rental car and shuttle reservations, for corporate VP and Manager, Lead and staff as needed, which may include:

• Preparing and submitting passport documentation as necessary.