Project Support Specialist - NASA HQ MSD

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

The Mission Support Directorate (MSD) at NASA Headquarters is seeking a Senior Project Support Specialist to provide executive business support to MSD’s Front Office (FO). This role will provide direct support to the MSD Associate Administrator, Deputy Associate Administrator, and Executive Officer. Executive business support includes the following:

• Calendar Management, Meeting Management, and Event Planning:
  • Provide fast-paced calendar coordination to assure key meetings are covered and/or deconflicted.
  • Assist with coordinating meeting logistics, including agenda, attendees, reserving conference rooms and/or call-in numbers, travel information, etc.
  • Prepare meeting space, support teleconference and video conference set-up and manage and ensure seamless technology communication during meeting.
  • Screen and greet visitors in virtual meetings.
  • Provide coordination and support for MSD special events including conferences, seminars, employee engagement events, and other events as needed.
  • Prepare and distribute materials (i.e., External Guest Bios, Documents, Presentations, etc.) for meetings.
  • Capture and document meeting summaries.
  • Support the FO meetings using NASA-provided conferencing software tools such as:
    Teams, Web Ex, Adobe Connect, and Telecom for remote conferencing.
• Travel Coordination:
  • Preparing travel authorizations and vouchers for multiple members of the Division, including international and invitational travel utilizing Concur Government Edition (CGE).
  • Create travel orders, make reservations, process any required miscellaneous forms, and complete vouchers.
• Action Tracking:
  • Assist the management and tracking of action items.
  • Utilize databases to capture, track, and follow-up on FO actions and recommendations; edit documents and maintain information in spreadsheets, databases and ensure completion.
  • Review correspondence and track routing for signature(s).
  • Ensure consistency with agency procedures on completeness, timeliness, and format standards.
  • Collect information from the file for routine inquiries as needed. Duplicate and distribute as necessary.
• Office Procedures:
  • Create and maintain all MSD distribution lists.
  • Create templates and other tools in support of FO such as, but not limited to, Q&A, talking points, letters, presentation materials, memorandums, and other documentation.
  • Perform a variety of coordination and other MSD related data collection, analysis, reporting, and document preparation tasks.
• Serve as backup for records custodian for all MSD official records, lead coordination with HQ Records Management Office and conduct periodic reviews to ensure files are in accordance with NPD 1440.6H.

• Serve as backup for Office Directives Manager, possess knowledge of NID/NPR/NPD process/systems; manage organizational policies throughout the process; manage and track changes that come in for review and load comments in system.
• Additional duties as assigned.

• Strong interpersonal skills and experience engaging and negotiating with all levels of leadership including executive leaders and their support staff.
• Excellent discernment and situational awareness skills with ability to appropriately elevate concerns as needed.
• On-site office presence at least 4 days per week.
• Executive administrative and office experience preferred.
• Travel arrangement experience highly desired, domestic, and international; experience with Concur Government Edition, or equivalent preferred.
• Ability to independently keep up with rapidly changing calendar events such as scheduling and re-scheduling meetings and changing travel arrangements on short notice.
• Proficient in Microsoft Office Suite.
• Demonstrate high degree of accuracy, organization, consistent attention to detail and high level of productivity. Strong capability to learn new software tools and systems quickly and independently.
• Ability to work independently as well as in a team environment.
• Decision making and prioritizing with minimal direction.
• Detail oriented with exceptional organizational skills.
• Strong sense of urgency, self-initiative, and problem-solving skills.
• Must have excellent verbal, written and interpersonal communication skills.
• Ability to work independently as well as in a team…