Management and Program Assistant

Federal Aviation Administration; Louisville (KY); On-site; USD 55,000 - 82,000; Full time

Job summary

Federal Aviation Administration in Louisville, KY, seeks a Management and Program Assistant to support agency administrative programs and assist managers and staff in daily operations.

You will handle personnel actions, travel authorizations, budget data, and procurement requests, while maintaining compliance with security guidelines and producing reports to inform leadership decisions.

Qualifications

• No education requirement for this position.

Responsibilities

• Performs routine administrative tasks in support of agency programs.
• Assists managers and staff in day-to-day operations.
• Coordinates personnel actions with HR and staffing offices.
• Maintains staff levels, positions, and status records.
• Compiles financial data for budget submissions and tracks obligations.
• Processes procurement requests and ensures proper expenditure justification.
• Manages keys, badges, and access credentials per security guidelines.
• Uses software to prepare narrative and statistical reports and charts.

Skills

Administrative support

Time & attendance

Budgeting & travel

Procurement support

Tools

Travel system

Reporting software

Job description

• Department: Department of Transportation

Serves as a Management and Program Assistant at Louisville ATCT (TCID1-SDF).

Key Responsibilities

Performs a combination of routine, multiple and varying administrative tasks in support of agency administrative programs, policies, and procedures. Assists managers, support staff, and other employees in day-to-day operations. Applies experience and advanced knowledge to plan and perform administrative assignments with a broad understanding of how administrative assignments contribute to organizational activities.

Specialized assignments include the following: Initiates requests for personnel actions and other documents required to fill vacancies and effect other personnel actions (promotions, details, resignations, certification, etc.). Coordinates questions with the servicing HR office regarding personnel actions, routine discrepancies, and missing/vague guidance.

Maintains and updates organizational systems to ensure accurate account of staff levels, employee position assignments and employee status. Collects, compiles and formats historical and trending financial information to contribute to the preparation and submission of budget requirements. Modifies and maintains automated systems for tracking obligation and expenditures of funds throughout the execution phase of the annual operating budget cycle.

Initiates or reviews procurement requests for equipment and other items as needed. Ensures justification of requested items meet criteria for expenditures. Ensures effective management and internal controls of assigned agency property through periodic inventories in accordance with agency guidelines.

Performs time and attendance duties for large groups of employees with varying and/or frequently changing work times, shifts, schedules, premium pay entitlements, pay systems, position tenure, and/or collective bargaining unit differences. Utilizes travel system to initiate, complete, review and validate travel authorizations and vouchers to ensure compliance with governing guidelines.

Ensures compliance with facility, regional, and service area facility security guidelines and policies governing the issuance of keys, parking decals, identification badges, proximity cards, and other access credentials for FAA employees, contract employees and visitors. Independently uses a variety of software to prepare narrative and statistical reports, graphs, and charts.

Accomplishes work under the general supervision of a manager and minimal oversight of a team lead or higher level professional. Demonstrates considerable independence in planning time, and coordinates only as needed with a manager or more experienced employee to prioritize assignments and use assigned resources.

Established policies/procedures provide guidance for most assignments, but allow some discretion for the employee to select the most appropriate approach(es) or to recommend new approaches. Resolves most problems and work issues without the assistance of a manager or more experienced employee. Identifies and informs managers and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions.

Provides guidance to lower level support staff members for handling routine problems and issues. Work is reviewed periodically, typically through status reports and at completion, to ensure policy compliance and alignment with the requirements of projects and/or work activities. Completed work is compliant and accepted without significant changes.

Work impacts the effectiveness and efficiency of administrative services provided to facilities geographically dispersed through a district. The workforce and the organization rely heavily upon this position for accuracy and timeliness in the completion of assigned tasks. Work activities typically support multiple projects/programs and contribute to the objectives of one or more organizational units and/or major subdivisions. Performs other duties as assigned.

Requirements & Education

There is no education requirement, or substitution allowed, for this position.

Which agency is hiring for this position?

This position is with Federal Aviation Administration, Department of Transportation.

What is the salary for this position?

The posted pay range is $54819 - $82232/yr.

What is the application deadline?

Applications close on 2026-11-16.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.