Management & Program Assistant

Federal Aviation Administration; Vandalia (OH); On-site; USD 57,000 - 85,000; Full time

Job summary

Federal Aviation Administration in Dayton is seeking a Management and Program Assistant to provide comprehensive administrative support for the Dayton Tower and related facilities in the Indianapolis District.

The role handles personnel actions, staff data management, budget contributions, and procurement processes, with guidance from management. It emphasizes independent planning, adherence to agency policies, and coordinating with HR and security teams.

Qualifications

• Experience handling personnel actions (promotions, details, resignations, certifications).
• Ability to track staff levels and positions in organizational systems.
• Experience compiling budget data and reporting expenditures.
• Familiarity with procurement workflows and justifications for purchases.
• Proven ability to manage time and attendance for large groups.

Responsibilities

• Performs a mix of routine and advanced administrative tasks to support programs and policies.
• Assists managers and staff in day-to-day operations.
• Plans and executes assignments aligning with organizational goals.
• Initiates personnel actions and coordinates with HR on actions and guidance.
• Maintains staff data and tracks positions, status, and changes.
• Compiles financial data for budget development and reporting.
• Manages procurement requests and ensures proper expenditure justification.
• Oversees internal controls and inventories for agency property.
• Manages time and attendance for large employee groups and various shifts.
• Uses travel systems to create and validate travel authorizations and vouchers.
• Ensures compliance with security guidelines for access credentials.

Skills

Personnel actions coordination

Budget tracking & reporting

Procurement requests processing

Time and attendance administration

Travel authorizations & vouchers

Internal/external communications

Tools

HR systems

Narrative reporting

Spreadsheet & data analysis

Job description

• Department: Department of Transportation

Serves as Management and Program Assistant at Dayton Tower by providing administrative support within the facility as well as for other air traffic control facilities within the Indianapolis District.

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 working 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. 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. Contacts are typically internal and external.

Internal contacts frequently involve managers and employees from more than one organizational unit, major subdivision, and/or LOB/SO to share information, coordinate efforts, and discuss the statuses of assignments.

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 $56861 – $85295/yr.

What is the application deadline?

Applications close on 2026-09-24.

Who is eligible to apply?

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