Senior Project Support Specialist

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ASRC Federal AFSS is a premier provider of systems engineering, software engineering, system integration and project management services for real-time, mission-critical defense systems. We are seeking a Senior Project & Program Support Specialist to provide support for a NASA contract in Washington, D.C.

Job Description: Serve as the Executive Assistant providing executive business support to the SMD Senior leadership within the Science Mission Directorate Administration Branch at NASA Headquarters. This is a full-time onsite support at NASA HQ.

Responsibilities:
• Manages the Science Mission Directorate’s Front Desk
• Answer calls; including taking and delivering messages
• Greet visitors and escort them to meeting locations
• Maintain databases that reflect the fulfillment and/or status of administrative requirements and/or systems
• Conduct a technical review of correspondence prepared for signature of organizational executives to assure consistency with Agency procedures on completeness, timeliness, and format standards
• Maintains a vigorous filing system, both electronic and physical
• Ordering and organizing office supplies and establish supply tracking system.
• Responsible for meeting logistics, including agenda, attendees, conference room reservation and/or call-in numbers, travel information, meeting coordination with IT, etc
• Support key meetings (e.g., establishing call-in line, taking notes, creating sign-in list) either in person, Webex or MS Teams
• Attends and captures action items at the Wednesday 8AM SMD Senior Staff Meeting
• Attends Front Office and Standing Meetings Daily
• Coordinate, setup and attend the Weekly Front Office Admin Calendar
• Request visitor badging and parking for domestic or foreign national visitors through EVAMS
• Provide backup for Correspondences Management in the PAM system
• Responsible for printing of media, travel and outside engagement packages
• Updates the Science Mission Directorate - SMD Admin List
• Send out Delegation of Authority when a member of the Front Office Leadership Team is out
• Maintains and coordinates ordering of office supplies
• Request Audio and IT Support for meetings in conference rooms
• Provides backup support for Associate Administrator (AA) and Deputy Associate Administrator (DAA), and Deputy Associate Administrator for Management (DAAM) travel requirements and calendar management
• Coordinate and arrange SCIF Meetings
• Mentor and train new members of the admin team
• Independently performs administrative management functions that service and/or fulfill several organizational requirements; specifically preparing nuanced travel authorizations and vouchers for multiple executive members of SMD, including international and invitational travel
• Establish and maintain a travel budget tracking system
• Action tracking and status reporting; working with the Headquarters Action Tracking System (HATS) and Partnership Agreement Maker (PAM) to assure all SMD actions are being actively addressed
• Collate and assemble weekly activity and travel reports from program staff and deliver to the Admin Branch by close of business Thursday
• Support and/or organize program communications, outreach, and marketing materials
• Review website for omissions, commissions, editorial issues, and messaging
• Review operating procedures and recommend improvements
• Manage executives email account and forward emails to appropriate people
• Establish and maintain SMD Leadership Staff meeting facilitator lists
• Develop and maintain SMD on-line databases library of presentations
• Support and participate in SMD event planning as appropriate
• Support the SMD Executive Officer and Deputy Executive Officer in business support to the SMD Enterprise and Executive Team
• Serve as a mentor within the SMD administrative project support specialist cadre (Administrative Business Partners [ABP]), assisting in the training and building of collaboration within the ABP cadre
• Additional duties as required
Requirements:
• Ability to work independently and proactively in a fast-paced, mission-driven environment
• Familiarity with Science Mission Directorate Front Office and Leadership Team
• Ability to work as a vital team member while projecting professionalism and leadership capabilities
• Strong decision-making skills with the ability to act quickly and commu