Administrative Support Specialist

Job Description

Job Description

*Authorized to work in the US Required (US Citizen Preferred)

*Onsite at a SEFSC Facility (TX, FL, Gulf of Mexico, South Atlantic, or Caribbean)

*Proposal Effort: Position is Subject to Contract Award

*Must be able to provide 3 professional references

POSITION DESCRIPTION:

The Administrative Support Specialist provides essential operational and logistical support for NOAA , which collects, manages, and analyzes fishery-dependent data critical to sustainable fisheries management and protected species conservation across the Gulf of Mexico, South Atlantic, and Caribbean .

This role ensures the smooth coordination of field operations, training logistics, procurement tracking, and data management activities supporting NOAA. The position requires strong organizational, communication, and technical skills to manage multiple concurrent administrative and reporting tasks in a federal scientific setting.

RESPONSIBILITIES:

• Provide comprehensive administrative assistance to NOAA's Observer Program leadership, trainers, and technical teams.
• Coordinate logistics for observer trainings, briefings, and debriefings - including scheduling, facility setup, travel support, and materials preparation
• Manage correspondence, reports, and deliverables , including quarterly status reports, meeting minutes, and task tracking documentation.
• Assist with procurement and inventory tracking , ensuring timely acquisition and documentation of sampling and safety equipment used by fishery observers.
• Support financial and travel documentation , including invoice preparation, expense reconciliation, and compliance with Federal Travel Regulations (FTR) .
• Process and file official program documentation , including permits, field forms, and administrative records, in accordance with NOAA and federal data retention policies.
• Assist with data quality assurance , proofreading reports, reviewing spreadsheets for accuracy, and ensuring compliance with NOAA data standards.
• Provide communication and coordination support between NOAA staff, contractors, and partner agencies involved in fisheries monitoring and research.
• Help maintain office systems and databases to track personnel training, gear inventory, and program deliverables

REQUIREMENTS:

• Associate's degree or equivalent experience in Business Administration, Environmental Science, Communications, or related field.
• 2+ years of administrative or program support experience , preferably in a scientific, government, or environmental program setting.
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database systems.
• Experience supporting NOAA , federal science programs, or other federal contracting environments .
• Familiarity with federal acquisition and reporting procedures , including record management, FTR compliance, and SCA (Service Contract Act) labor standards.
• Knowledge of marine science programs, observer operations, or fisheries management .
• Experience with Adobe Acrobat, SharePoint, or government database systems for documentation management.
• Excellent written and verbal communication skills with attention to detail.
• Demonstrated organizational and time management abilities to handle multiple tasks and deadlines.

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