Administrative Support Specialist III

Administrative Support Specialist III – Job Description Position Overview The Administrative Support Specialist III provides comprehensive programmatic, administrative, operational, and project coordination support across CDC programs, offices, centers, divisions, and branches. The role supports day-to-day mission execution by coordinating administrative operations, managing program support activities, assisting with documentation and reporting, and enabling effective communication across internal and external stakeholders. The Administrative Support Specialist III serves as a key contributor to operational efficiency, leadership support, program coordination, and compliance with federal policies, procedures, systems, and documentation requirements. The position requires strong organizational skills, sound judgment, professional communication, attention to detail, and the ability to support multiple priorities in a fast-paced federal public health environment. Key Responsibilities Provide programmatic, administrative, and operational support across CDC activities, serving as a flexible resource to support multiple teams, business functions, and program priorities. Coordinate and track program activities, schedules, deliverables, events, communications, and action items using internal planning tools, spreadsheets, trackers, and established administrative systems. Support program and project performance tracking by helping monitor progress against objectives, timelines, scope, deliverables, risks, challenges, and budget considerations. Assist in preparing reports, briefings, presentations, correspondence, meeting materials, and status updates for leadership, program managers, senior management, and other stakeholders. Collect, compile, organize, and maintain program data and information to support reporting, tracking, analysis, decision-making, and response to data calls or leadership requests. Assist with analyzing and interpreting administrative, operational, and program information to identify trends, support recommendations, and improve program execution. Assist in developing, refining, documenting, and maintaining workflows, procedures, trackers, templates, and internal processes to improve program and operational efficiency. Collaborate with supervisors, program managers, leadership, internal teams, external stakeholders, and cross-functional partners to gather requirements, provide updates, coordinate tasks, and support alignment with program goals. Provide logistical and technical support for meetings, including scheduling, room or virtual platform coordination, material preparation, agenda support, note-taking, action item tracking, and follow-up coordination. Maintain leadership and program calendars, schedule meetings, resolve calendar conflicts, manage RSVPs, coordinate across stakeholders, and support executive or program-level scheduling needs. Support domestic and international travel activities, including preparation, submission, tracking, reconciliation, authorization, voucher support, and compliance with applicable federal travel requirements. Support timekeeping, attendance, onboarding, in-processing, out-processing, conference approvals, training requests, purchase requests, visitor access, and other CDC administrative workflows or systems. Maintain accurate electronic and hardcopy files, records, reports, documentation, spreadsheets, and related materials in accordance with federal records management practices and retention requirements. Assist with budget planning, resource tracking, procurement coordination, purchase requests, invoice or payment support, and monitoring of program resources, as applicable to the assigned CDC office or program. Serve as a point of contact for administrative and operational services, including supplies, equipment, facilities requests, mail distribution, office coordination, and other day-to-day support needs. Communicate professionally with CDC staff, leadership, contractors, partners, and external stakeholders while demonstrating discretion, diplomacy, responsiveness, and confidentiality. Provide surge support, backup coverage, and cross-functional assistance to program assistants, analysts, project managers, leadership teams, or other support staff as needed. Minimum Qualifications Bachelor’s degree in public health, business administration, management, public administration, communications, health sciences, or a related field is preferred as the minimum education baseline for this role. 8 to 12 years of relevant experience supporting programmatic, administrative, project coordination, executive support, operational, or analytical functions in a federal, public health, government contracting, or large organizational environment. Additional directly relevant experience may be substituted for education. Suggested equivalency: eight or more years of directly relevant experience may substitute for a Bachelor’s degree when the candidate demonstrates strong CDC, federal administrative, program support, project coordination, or operational support experience. Prior experience supporting federal agencies is preferred; prior CDC experience is strongly preferred. Experience supporting program or project tracking, status reporting, data collection, workflow documentation, schedule coordination, and stakeholder communications. Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Microsoft Teams, and SharePoint. Experience using or supporting CDC or federal administrative systems is strongly preferred, including systems related to timekeeping, travel, onboarding, conference approvals, training, purchasing, records management, or related operational workflows. Strong written and oral communication skills, including the ability to prepare professional documents, correspondence, reports, trackers, presentations, and meeting materials. Ability to conduct internet-based research, gather information, compile data, and organize findings to support program needs, decision-making, and leadership requests. Demonstrated ability to support senior leadership, manage competing priorities, coordinate complex administrative activities, and provide recommendations to improve efficiency and program operations. Required Skills and Competencies Strong organizational and time management skills with the ability to manage multiple priorities, deadlines, stakeholders, and administrative requirements simultaneously. Ability to work independently while collaborating effectively with supervisors, program managers, leadership, administrative staff, contractors, and external partners. Strong attention to detail and accuracy in data collection, documentation, reporting, calendars, travel materials, records, correspondence, and tracking tools. Ability to handle sensitive information with discretion, including confidential information and Personally Identifiable Information. Professional communication skills with the ability to support leadership, respond to stakeholder inquiries, prepare written materials, and facilitate information flow across teams. Strong problem-solving skills with the ability to identify administrative or operational issues, recommend improvements, and support workflow efficiency. Ability to support project managers or program managers in coordinating schedules, resources, deliverables, documentation, changes, and outcomes. Ability to collect, organize, and interpret information from multiple sources to support reporting, decision-making, tracking, and data calls. Working knowledge of CDC or federal administrative support functions, including travel, timekeeping, conference approvals, onboarding, purchasing, training requests, records management, and administrative coordination. Preferred Qualifications Prior experience supporting CDC centers, institutes, offices, divisions, or branches in a contractor or federal support capacity. Experience using CDC or federal systems such as Concur, TASNET, CAMS, CCPS, VSTS, EASI, ICE, IOP, or similar administrative platforms listed in the attached resume. Experience supporting travel coordination, timekeeping, onboarding, conference approvals, procurement requests, training requests, executive calendars, records management, or administrative operations in a CDC environment. Experience assisting with project plans, timelines, documentation, reporting, workflow improvement, and communication between departments or stakeholder groups. Experience preparing reports, presentations, trackers, spreadsheets, briefing materials, correspondence, and other professional documentation for leadership or program teams. Work Environment and Requirements Position supports CDC programs, offices, centers, divisions, or branches in a federal public health environment. Work may be performed onsite, remotely, or in a hybrid environment based on contract requirements and CDC direction. Standard business hours are expected to align with CDC operating needs and contract requirements. Must be eligible to obtain and maintain a Public Trust clearance, consistent with the original job description requirement. Must be able to support multiple stakeholders, shifting priorities, urgent administrative requests, and time-sensitive program needs. PCI Federal (PCIF) and its subsidiaries are an equal-opportunity employer. PCIF does not discriminate on the basis of age, sex, race, national origin, religion, marital status, sexual orientation or identity, Veterans or Disability status. Preference may be extended to qualified Native American Indian candidates in accordance with applicable federal law. #J-18808-Ljbffr