Administrative & Program Support Specialist

Position Overview

Mac More is seeking an Administrative Program Support Specialist to support the United States Coast Guard for a pending contract award.

• Mobile, AL (on-site)

• Provide comprehensive administrative and program support, including documentation development, task tracking, meeting coordination, and communications support to ensure efficient day-to-day operations.
• Develop and maintain a wide range of program documentation, including PowerPoint presentations, reports, white papers, spreadsheets, meeting minutes, and action item trackers.
• Research, analyze, and synthesize information from multiple sources to prepare recurring and ad‑hoc reports, ensuring accuracy, completeness, and alignment with established formats and templates.
• Manage incoming and outgoing correspondence, including tracking, routing, suspense management, and quality review to ensure compliance with organizational policies and formatting standards.
• Coordinate meetings, conferences, and events by managing calendars, scheduling participants, preparing materials, and documenting outcomes, including tracking follow‑up actions.
• Support data calls and reporting requirements by collecting, validating, and compiling information within tight deadlines, ensuring timely and accurate submissions.
• Maintain tracking systems for key administrative and programmatic actions, including memoranda, agreements, training records, certifications, and approvals throughout the review lifecycle.
• Perform data analysis and develop supporting metrics and reports to inform decision‑making and improve program efficiency and workflow processes.
• Coordinate official travel arrangements, including itineraries, logistics, and documentation, ensuring compliance with agency travel systems and protocol requirements.
• Support communications and outreach activities by developing draft materials (e.g., articles, briefings, event materials) and coordinating special events, including ceremonial and stakeholder engagements.

• Minimum of Four (4) years office environment program/administrative support.
• Bachelor’s Degree. Substitution for a bachelor’s degree will be minimum of four years of relevant experience in addition to the required minimum years of experience.
• Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel. General document processing and management.
• Ability to research, collect, develop and consolidate data for use in the preparation of reports.
• Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced.