Administrative Support / Project Information Specialist (AV & Facilities) - U.S. Trade and Development Agency

Description

The Administrative Support / Project Information Specialist (AV & Facilities) provides operational, technical, and facilities support to the U.S. Trade and Development Agency’s Information Resource Center (IRC). This position ensures that USTDA’s Business Center, conference rooms, training spaces, and facility operations are properly maintained, equipped, and fully functional for daily use, agency meetings, and events.

The role combines administrative management, audio-visual (A/V) technical coordination, and facilities support responsibilities, directly supporting the Office of Administration’s mission to maintain efficient agency operations and a high-quality working environment.

Key Responsibilities

Facilities and Space Coordination

• Oversee day-to-day management of the USTDA Business Center, conference rooms, and shared spaces to ensure readiness for meetings, trainings, and events.
   
• Coordinate facility-related service requests, including maintenance, furniture moves, and repairs.
   
• Serve as the primary liaison with building management and service vendors to address facility, custodial, and equipment needs.
   
• Maintain agency supply inventories and oversee procurement or replenishment of materials through approved channels.
   
• Assist with workspace setup, including new employee onboarding arrangements (desks, equipment, supplies).
   

Audio-Visual (A/V) and Technology Support

• Set up and operate audio-visual equipment, video conferencing systems (Zoom, MS Teams, WebEx), and projectors for agency events and meetings.
   
• Troubleshoot A/V issues during live meetings and coordinate with IT staff for advanced support.
   
• Maintain equipment inventories, perform routine checks, and document operational status of all Business Center and conference room systems.
   
• Support virtual and hybrid event logistics, ensuring sound, video, and presentation systems operate smoothly.
   

Administrative and Project Support

• Provide administrative support to the Information Resource Center (IRC) and Records Management Team, including document preparation, tracking, and correspondence management.
   
• Maintain scheduling calendars for conference rooms and the Business Center.
   
• Assist with FOIA-related support or information requests as needed (document retrieval, routing, and logging).
   
• Generate routine reports, spreadsheets, and summaries related to facilities usage, maintenance logs, and A/V inventory.
   
• Support quality control and performance tracking activities under the contract’s Quality Control Plan (QCP).
   

Customer Service and Agency Liaison

• Serve as a front-facing point of contact for USTDA staff and visitors using the Business Center or training spaces.
   
• Provide friendly, professional assistance to USTDA staff, contractors, and guests on administrative and facility matters.
   
• Communicate facility changes, maintenance schedules, and updates to agency personnel promptly.
   

Requirements

Education & Experience

• Bachelor’s degree in Business Administration, Facilities Management, Information Systems, or related field (or equivalent experience).
   
• 5+ years of experience providing administrative, facilities, or A/V support in a professional or government environment.
   
• Experience supporting conference room technology and hybrid meeting platforms (e.g., Teams, Zoom, WebEx).
   
• Familiarity with federal government administrative procedures and facilities operations preferred.
   

Technical Skills

• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint).
   
• Working knowledge of A/V systems, video conferencing tools, and hardware troubleshooting.
   
• Experience coordinating vendor support, maintenance tickets, and facility logistics.
   
• Strong organizational and multitasking skills with attention to detail.
   

Soft Skills

• Excellent communication and interpersonal skills; able to interface professionally with senior government officials.
   
• Proven ability to manage mu