Projects Support Specialist

Description

in this role, you will serve as a Project Support Specialist on the DISN Consolidated Provisioning effort for the at the Columbus, Ohio location. This position will facilitate the effective management and coordination of projects, ensuring smooth workflow, timely completion, and project success. They act as a central point of contact for all project-related information and communications, working closely with various teams and stakeholders. In that capacity they will track and document provisioning requirements for multiple projects to support Team Leads and cross-functional team members to receive clarification on provisioning orders for circuits. This role will be responsible for projects to meet operational requirements and ensure prompt delivery to ensure mission readiness and customer fulfillment.

Requirements

1. Manage telecommunications service requests by utilizing Store Front to write, review, and approve TSRs, facilitating circuit changes and modifications as requested by customers. Ensure all requirements are met and validate the viability of customer requests to minimize errors and maintain optimal circuit performance with attention to detail and technical proficiency.

2. Conduct thorough research and analysis of Telecommunications Service Orders (TSOs) within WWOLS to gather essential circuit information. Utilize project-specific spreadsheets to track circuit changes and modifications in preparation for issuing TSRs while maintaining clear visibility on project requirements to facilitate seamless communication and timely execution through strong analytical skills.

3. Assess and verify the status of circuits before writing or approving CHANGES, AMENDS, or REAWARDS. Perform detailed reviews to minimize errors and maintain optimal circuit performance while documenting all findings in appropriate tracking systems, demonstrating organizational skills and attention to detail. Ensure project deliverables meet quality standards and requirements through consistent monitoring and assessment, implementing quality control measures and verifying that all project outputs align with customer expectations and contractual obligations while maintaining adaptability to changing requirements.

4. Track and document activities using SmartSheet and other project management tools to maintain records of circuit changes, TSR approvals, email correspondence, phone calls, and other tasks. Maintain comprehensive records to enhance transparency, accountability, and efficiency across project initiatives while adapting to evolving documentation requirements. Organize and maintain project documentation, including plans, reports, and other relevant materials in accordance with organizational standards and regulatory requirements, establishing effective filing systems that allow for easy retrieval and reference of critical project information through thorough organization and detailed record-keeping.

5. Support project planning and management by establishing project goals, defining deliverables, and creating timelines and schedules. Manage and coordinate project resources, including human resources, equipment, and budget, ensuring efficient allocation and utilization while adhering to strategic objectives and prioritizing tasks effectively. Monitor project progress against established timelines and budgets, identifying potential risks and issues before they impact deliverables while preparing regular status reports and maintaining accurate project documentation, including meeting minutes, reports, and project plans, and managing multiple deadlines and competing priorities.

6. Support project planning and management by establishing project goals, defining deliverables, and creating timelines and schedules. Manage and coordinate project resources, equipment, and budget, ensuring efficient allocation and utilization while adhering to strategic objectives and prioritizing tasks effectively. Monitor project progress against established timelines and budgets, identifying potential risks and issues before they impact deliverables Work collaboratively with the Project Manager and team to find effective solutions. Apply problem-solving methodologies to overcome obstacles to keep projects moving forward.

7. Ensure project deliverables meet quality standards and requirements through consistent monitoring and assessment. Implement quality control measures and verify that all project outputs align with customer expectations and contractual obligations while maintaining adaptability to changing requirements. Make adjustments, as needed, to prevent delays or disruption to projects or tasks.

8. Facilitate comprehensive communication by responding promptly to incoming emails and calls related to circuits and additional tasks, addressing customer inquiries, providing clarifications, and resolving issues to ensure timely and effective communication between all parties involved in the project lifecycle. Ensure regular status communications that effectively convey project status, milestones, and potential risks while coordinating across matrix teams consisting of both government and contractor personnel to align efforts and resolve cross-functional challenges. Build effective working relationships to facilitate project execution and successful outcomes through effective project coordination.

9. Apply technical skills to contribute to the organization of circuit provisioning processes using structured methodologies. Develop visual performance scorecards, standard operating procedures, and continuous improvement frameworks that enhance project delivery capabilities through technical proficiency and continuous learning.

10. Compliance with all safety and security requirements, policies, and procedures; worksite access protocols and updates; training requirements, required certifications, and other duties/projects as assigned.

11. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change to meet the needs of the customer or mission.

Education and Experience Requirements

• High School diploma or equivalent, and
• Two (2) years or more of military experience in telecommunications, circuit provisioning, project support, or an applicable technical discipline; or
• Two (2) years or more in an accredited technical training program, including one (1) year experience in telecommunications, project coordination, or an applicable communication field; or
• Two (2) years' experience in telecommunications support, project coordination, customer service, or applicable technical discipline involving TSR management, circuit tracking, or project documentation, and
• Minimum active Secret security clearance, and
• Proficiency in Microsoft Excel (sorting, filtering, simple formulas) and Microsoft Office suite, and
• Excellent written and verbal communication skills, including creating presentations and reports and managing customer inquiries

Preferred

• Experience in a professional office environment, particularly in the government/defense sector
• Proficiency in utilizing Store Front for issuing and approving TSRs
• Thorough understanding of WWOLS, QCK and MSS to access and retrieve circuit information
• Strong spreadsheet management skills for tracking and organizing project-specific data
• Efficient email management and issue resolution capabilities
• Proficiency in using SmartSheet for activity tracking and documentation
• Familiarity with DISA functions, organization and areas of responsibility
• Experience with project management methodologies and best practices

Competencies

• Project Coordination
• Technical Proficiency
• Communication Skills
• Attention to Detail
• Problem-Solving
• Organizational Skills
• Adaptability

Position Type/Expected Hours of Work

Full-time position working at least 40 hours per week to meet the needs of the contract hours requirement. The employee must be available to work during DISA core business hours, 6:30 am to 5:30 pm Eastern Standard Time, and is expected to work at least 8 hours a day beginning and ending their workday within the DISA core business hours. After-hours or work in addition to 40 per week may be necessary.

Travel

Limited travel is expected for this position, less than 10% throughout the year.

Supervisory Responsibility

This position has no supervisory responsibility. This position may be overseeing the work of others.

Work Environment

This job operates in a professional secure office environment and adheres to all facility and work center and access protocols. The office environment is an open cubicle floor plan and requires strong interpersonal skills and the ability to work effectively in a collaborative, shared workspace with other team members. This role routinely uses standard office equipment such as computers, phones, copiers, filing cabinets, and fax machines. Government or ICS-owned equipment and materials will be maintained in a safe and secure location. While working in a remote office capacity, the position requires a safe and ergonomically sound work environment and holds ICS harmless for injury to others at the remote location.

Physical / Mental Demands

This is primarily a sitting or desk role; however, some mobility and filing are required. This would require the ability to move from one location to another, lift files, open filing cabinets, open secure doors and bend or stand as necessary. Ability to type on a keyboard and use computer monitors for extended periods. This position requires the ability to read, analyze, and interpret data for long periods and make decisions in a high-pressure environment.