Lead Administrative Specialist (Direct Hire)

NASA - National Aeronautics and Space Administration; Cleveland (OH); On-site; USD 65,000 - 95,000; Full time

Job summary

NASA - National Aeronautics and Space Administration in Cleveland, OH seeks a Lead Administrative Assistant to coordinate workloads, support staff development, and serve as a floater for critical staffing needs. The role includes leading teams, managing records, preparing reports, and guiding employees through policies and procedures to help the unit achieve its goals.

Strong communication, training coordination, and proficiency with Microsoft Office 365 and Adobe Acrobat are required, with

Qualifications

• Specialized experience showing ability to coordinate team activities and onboarding.
• Executive-level administrative support, including scheduling and meetings.
• Proficiency with MS Office 365 and Adobe Acrobat for documents and reporting.

Responsibilities

• Lead the team in assigning, distributing, and balancing workloads to meet objectives.
• Train team members in team-building methods and admin procedures.
• Monitor progress and ensure quality per supervisor's guidance.
• Maintain program files, reference materials, and policies and procedures.
• Prepare reports and communicate work results to the supervisor.
• Identify improvements using qualitative and quantitative methods.
• Coordinate planning to reach milestones and deadlines.
• Lead assessments to improve methods and processes.

Skills

Team leadership

Workload coordination

Administrative support

Training coordination

Record management

Performance reporting

Policy guidance

Education

Bachelor's degree

Master's degree or equivalent graduate degree

Progressive graduate education

Tools

Microsoft Office 365

Adobe Acrobat

Job description

Summary

As a Lead Administrative Assistant, you coordinate and balance workloads, resolve daily employee concerns, manage records, and report performance. You will support staff development, ensure coverage, and serve as a designated floater for critical staffing needs, including division and directorate level offices, helping the unit achieve organizational goals through effective team leadership and development.

Summary

As a Lead Administrative Assistant, you coordinate and balance workloads, resolve daily employee concerns, manage records, and report performance. You will support staff development, ensure coverage, and serve as a designated floater for critical staffing needs, including division and directorate level offices, helping the unit achieve organizational goals through effective team leadership and development.

Duties

• Duties described below are at the highest grade advertised. Duties assigned at lower grade levels will be of more limited scope, performed with less independence and limited complexity; duties will be commensurate with the grade of selected employee.
• Lead the team in assigning, distributing, and balancing workloads based on priorities, employee skills, and established procedures. Adjust assignments as needed to ensure timely completion of team objectives.
• Train or coordinate training for team members in team‑building methods, collaborative practices, and administrative or technical procedures necessary to accomplish individual and team assignments.
• Monitor and report on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor’s instructions on work priorities, methods, deadlines and quality have been met.
• Maintain program and administrative reference materials, project files, and policies and procedures. Provide team members with guidance on applicable policies, directives, and established procedures.
• Prepare reports and maintain records of work accomplishments and administrative information, as required, and coordinate the preparation, presentation and communication of work‑related information to the supervisor.
• Research, learn and apply a wide range of qualitative and/or quantitative methods to identify, assess, analyze and improve team effectiveness, efficiency and work products.
• Monitor and report team progress toward established milestones and deadlines for assignments and projects. Engage team members in planning and coordinating activities to achieve team goals and objectives.
• Lead the team in assessing its strengths and weaknesses and provide leadership to the team in exploring alternatives and determining what improvements can be made (e.g., in work methods, processes and procedures).

Requirements

Help

Conditions of employment

• This position is open to U.S. citizens, nationals or those who owe allegiance to the U.S.
• This position may require a one‑year probationary period. If selected, the requirement to serve such period will be determined by Title 5 of the Code of Federal Regulations, Part 11. *See Additional Information section*
• You must meet qualifications requirements by the closing date of this announcement.
• Position subject to pre‑employment background investigation or higher‑level clearance. Investigation/Clearance may differ and be required based on the duty location/NASA Center requirements.
• Financial Disclosure, Drug Testing, and/or the Travel Requirements for this position may differ and be required based on the duty location/NASA Center requirements.

Qualifications

Specialized experience is experience that has equipped you with the particular ability, skill, and knowledge to successfully perform the duties of this position and is typically in or related to this line of work.

To qualify for the GS-09 level

• One year of directly related specialized experience equivalent to the GS‑07 level:
• Coordinating team activities by distributing assignments, monitoring work progress, answering procedural questions, and supporting employee onboarding and training;
• Providing administrative support and coordinating events and meetings, including scheduling participants, arranging resources, preparing materials, and documenting action items and follow‑up activities;
• Using Microsoft Office 365 and Adobe Acrobat or similar applications to prepare and maintain administrative documents, spreadsheets, presentations, reference materials, and organizational records.

OR

• Completed all requirements for a master's or equivalent graduate degree in an appropriate field

OR

• Completed 2 full academic years of progressively higher‑level graduate education leading to a master's degree or equivalent graduate degree in an appropriate field

OR

• LL. B or J.D, if related

OR

• Have an equivalent combination of experience and graduate study as discussed in a), b), c) and d) above

To qualify for the GS-11 level

• One year of directly related specialized experience equivalent to the GS‑09 level:
• Leading teams by establishing priorities, distributing workloads, monitoring assignments, reviewing work products, and identifying employee training and development needs;
• Providing administrative support at the executive level, executing administrative tasks such as correspondence, travel, coordination of meetings and events, phone/visitor handling, report preparation, and complex calendar management;
• Analyzing administrative processes and workloads using qualitative and quantitative methods, recommending operational improvements, and preparing reports to support management decisions.

OR

• Completed all requirements for a doctoral degree (i.e., Ph.D. or equivalent) in an appropriate field

OR

• Completed 3 full academic years of progressively higher‑level graduate education leading to a Ph.D. degree or equivalent doctoral degree in an appropriate field

OR

• LL.M., if related

OR

• Have an equivalent combination of experience and graduate study as discussed in a), b), c) and d) above

Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job.

Education

Basic Requirement:

If you are using education completed in the United States to meet the qualification requirements, your degree must have been awarded from a college or university that is accredited by a recognized accrediting organization. For a list of schools that meet this criteria, go to http://ope.ed.gov/accreditation/.

If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs. These education credentials must be deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

All degrees must have been received in the year of, or any year subsequent to the original date of accreditation.

Additional selections may be made for similar positions across NASA within the local commuting area(s) of the location(s) identified in this announcement. By applying, you agree to have your application shared with interested selecting official(s) within NASA. CTAP/ICTAP will be cleared for any additional selection from this announcement.

For purposes of Interagency Career Transition Assistance Program (ICTAP) selection priority, well‑qualified is defined as possessing knowledge, skills, abilities, and/or competencies which clearly exceed the minimum qualification requirements for the position, as determined through SME review of the resume/application.

Per Executive Order 14343, this position is not part of a bargaining unit.

Probationary Period

You may be required to serve a one‑year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. If selected, the requirement to serve such period will be determined by Title 5 of the Code of Federal Regulations, Part 11.

• Your performance and conduct;
• The needs and interests of the agency;
• Whether your continued employment would advance organizational goals of the agency or the Government;
• Whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Candidate should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

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Eligibility for benefits depends on the type of position you hold and whether your position is full‑time, part‑time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Any applicant that received a Voluntary Separation Incentive Payment (VSIP) from the federal government within the last five years based of the closing date of this announcement, if selected, may be required to repay the full amount prior to establishing a start date.