Part-Time Administrative Assistant - NASA GRC at FedSync in Brook Park, OH, USA

Job description

• The successful candidate will provide administrative services to facilitate conference coordination and provide guidance to the Research and Engineering Directorate (Code L) workforce at NASA
• Glenn Research Center. The candidate will serve as the Conference point of contact (POC) for the largest directorate, supporting approximately 600 civil service employees.
• This position requires communication and coordination with all levels of the Code L workforce, including administrative staff, engineers, branch and division chiefs, and Technical Monitors, while processing and tracking conference requests through the Travel, Training, and Conference (TTC) tool.
• The candidate will collaborate with financial staff regarding conferences that are not listed in the NASA
• Conference Tracking System (NCTS) to determine whether the conferences are approved for attendance and ensure the appropriate processes are followed.
• The position will also support the Directorate's annual Laboratory Investment Fund (LIF) action, a recurring process that requires coordination, organization, data management, and communication with review team members and division management.
• After developing a thorough understanding of the TTC database, conference approval processes, and other requirements, the candidate will work with a systems designer (Code V) and Code L management to support revisions, updates, and the migration of the TTC tool.
• This is a part-time positions with the hours of Monday - Friday from 8:30 am - 12:30 pm.

Responsibilities

• Serve as the Code L Directorate's Conference POC for approximately 600 civil service employees. Utilize the TTC tool, interface with the Directorate's Administrative Officers and Code B, and route conference packages through the required approval process.
• Provides guidance and assistance to NASA civil service employees attending conferences, with guidance also provided, as needed, to engineering contractors attending conferences.
• Develop the fiscal year TTC Data Call, incorporating actions associated with updates and changes to the TTC tool or process. Complete the NASA NCTS worksheets for fiscal year conferences and process conference entries in TTC.
• Perform daily conference processing and maintain conference spreadsheets and NCTS worksheets, including updating records as attendees are added to or withdrawn from conferences.
• Review attendee and conference justifications for completeness and accuracy and return submissions requiring revisions.
• Respond to ad hoc requests for TTC reports and data, including identifying conference attendance trends such as the most attended conferences during the fiscal year.
• Verify estimated travel costs, including per diem, for conference attendance across the Directorate workforce. Determine whether conference attendance is project funded and, when CESO-funded, provide approvers with a pre-established priority ranking. Coordinate with financial staff to obtain and validate accurate travel cost information.
• Coordinate with other directorate offices when the Center places restrictions on the number of attendees permitted at a conference, ensuring interested organizations communicate and work together to determine attendance priorities and approvals.
• Support the Directorate's annual LIF process, including issue data calls for solicitation of new LIF review team members and proposal submissions, schedule and coordinate LIF review team meetings, sanitize proposals to support an unbiased review process, establish and organize a proposal repository accessible to review team members and division management, collect review team criteria scores and integrate results into a master scoring spreadsheet or Code L scoring tool, and collect and record division management rankings (cyclical task).
• Develop and distribute communications regarding conference processes, procedural updates, tips, and other information to Code L employees.
• Provide backup support for other GLASS Administrative Assistants.

Requirements

• High School Diploma required. Vocational school is a plus.
• Minimum 7 years working in an office environment. Possesses a good understanding of Code L processes. Experience with Microsoft Office applications, including Word, Intermediate level Excel, PowerPoint, Teams, SharePoint, as well as Adobe Acrobat. Preferred knowledge of NASA-specific applications and related rules and regulations (NASA Conference Tracking System {NCTS}) and the TTC tool. Experience utilizing all functionality of Outlook Calendar and e-mail.
• Ability to manage multiple, time-sensitive tasks simultaneously in a fast-paced environment while maintaining a strong focus on results, quality, and accuracy.
• Ability to analyze information, establish priorities, manage competing demands, and follow through to meet deadlines.
• Strong oral and written communication skills, with the ability to communicate professionally and effectively with customers, management, and team members.
• Demonstrates proper use of grammar, strong proofreading skills, and the ability to prepare high-quality reports and other documentation.
• Strong customer service, organizational, and interpersonal skills, with a professional demeanor in all interactions.
• Keen attention to detail and the ability to identify discrepancies, anticipate potential issues, and ensure work is accurate and complete.
• Demonstrates initiative and sound judgment when performing contract requirements and resolving routine issues.
• Ability to work effectively as part of a team, or independently with little to no direction from management while knowing when to seek guidance or clarification.
• Working knowledge of database fundamentals, including the ability to enter, retrieve, organize, and maintain information accurately.

Skills

Required

• Adobe Acrobat
• Outlook Calendar and e-mail