Program Support Specialist

Position summary

Provide full-time on-site program, administrative, and logistical support to federal agency leadership and staff. Serve as a primary point of contact for office support, execute assigned tasks with minimal oversight, and maintain professional service to internal and external stakeholders.

Essential Duties

Serve as a primary office point of contact and deliver courteous, responsive service to staff, visitors, and stakeholders

Apply judgment to analyze, troubleshoot, and complete assigned tasks independently

Adapt quickly to changing priorities and new assignments and track work through completion

Produce accurate work products that require minimal government revision

Coordinate and prioritize multiple concurrent assignments each day

Provide office front-desk support as required

Assist with senior staff calendars, appointments, and on-site/off-site meetings

Compile and summarize information from systems and files for correspondence, reports, and briefings

Support controlled correspondence coordination and timely responses

Proofread outgoing materials for format, grammar, spelling, punctuation, and completeness

Handle routine non-technical replies and follow-up correspondence

Coordinate meetings, materials, minutes, and action items

Perform timekeeping, data entry, database maintenance, and records/file management (create, maintain, and dispose of files per policy)

Prepare, submit, route, and monitor procurement requests; assist with waiver approvals and closeout memos

Make travel arrangements and process related documents in E2 Travel

Identify and recommend process improvements

Prepare correspondence, reports, records, technical papers, tables, charts, graphs, presentations, and government forms

Perform assigned special-project and RD&T office support

Help plan and facilitate laboratory tours and special events

Support TRB/FHWA Annual Meeting logistics, including tracking spreadsheets, shuttle information, meeting-space scheduling, planning meetings, and on-site assistance as directed

Assist with inventory and supply tracking and property accountability for research-facility equipment

Support fleet-related tasks when assigned, including authorized GOV operation and GSA reporting coordination

Independently use Microsoft Office, Google Workspace, E2 Travel, EDMS, PRISM, CASTLE, Delphi, and other required systems with little or no government support

Complete mandatory government trainings on time

Safeguard Government equipment, information, and property; sign and abide by the NDA; follow records, privacy, and Section 508 requirements

Identify as contractor personnel and wear required identification

Minimum qualifications

High school diploma or GED.

One to two years of relevant administrative or program-support experience.

Good written and oral communication and organizational skills.

Ability to work independently and as part of a two-person team.

Proven ability to produce quality work under deadlines and shifting priorities.

Working knowledge of Microsoft and Google office suites, web browsers, time-and-attendance or similar tracking systems, and basic data-entry applications.

Strong customer service skills.

Ability to obtain and maintain required USDOT access and complete onboarding security steps promptly.

Preferred qualifications

Federal or research-campus administrative experience.

Experience with travel systems, procurement routing, inventory, or event logistics.

Familiarity with DOT or similar enterprise systems (travel, finance, property, records).

Front-desk or distinguished-visitor support experience.

Valid driver’s license and comfort operating vehicles for official use.