Program Support Assistant (OA)

U.S. DEPARTMENT OF AGRICULTURE; Brookings (SD); On-site; USD 42,000 - 56,000; Full time

Job summary

The U.S. Department of Agriculture in Brookings, SD is seeking an Administrative Support Specialist to coordinate daily operations across ARS fields in Brookings and Grand Forks.

The role emphasizes records management, budgeting support, travel processing, procurement, HR actions, and research documentation. You will work with automated workflow tools, maintain project files, assist researchers with documentation deadlines, and ensure timely completion of administrative tasks across multiple

Qualifications

• Experience coordinating daily operations and administrative tasks.
• Familiarity with automated workflow tools.

Responsibilities

• Coordinate project coordination, travel documentation, budget tracking, procurement, agreements, and HR-related tasks using automated workflow tools.
• Assist in developing annual resource or financial plans by compiling routine financial data and preparing reports.
• Compile personnel, financial, and resource data for annual reporting requirements.
• Process administrative transactions in automated business or office systems.
• Prepare travel authorizations and vouchers using automated travel management systems.
• Serve as principal timekeeper to the work unit, reviewing time and attendance logs for accuracy.
• Coordinate research documentation and maintain project files using electronic systems.
• Notify researchers of deadlines, updates, and required submissions.
• Advise on procedural/documentation requirements for research plans, progress reports, manuscripts, travel, grants, and agreements.
• Maintain calendars, leave schedules, and electronic documents; produce documents with correct spelling/grammar.

Skills

Administrative support

Record keeping

Budgeting support

Travel processing

Job description

These positions are located in the Agricultural Research Service (ARS), Field Organization, Plains Area, Integrated Cropping Systems Research Unit/Grand Forks Human Nutrition Research Center located in Brookings, SD and Grand Forks, ND.

In these positions, you will provide essential administrative support by coordinating daily operations, managing records and business processes, and assisting with budgeting, travel, procurement, personnel actions, and research documentation.

Duties

• Processes routine project coordination, travel documentation, budget tracking, procurement, agreements, and HR-related administrative tasks using automated workflow tools.
• Assists in developing annual resource or financial plans by compiling routine financial data and preparing reports in electronic planning tools.
• Compiles personnel, financial, and resource data for annual reporting requirements.
• Processes administrative transactions (financial, procurement, agreements, property, personnel) in automated business or office systems.
• Prepares travel authorizations and vouchers using automated travel management systems.
• Serves as principal timekeeper to the work unit, including reviewing time and attendance logs of employees for completeness and accuracy.
• Coordinates research documentation and maintains project files using electronic documentation or research-tracking systems.
• Notifies researchers of documentation deadlines, updates, and required submissions.
• Assists with preparation and submission of project materials through automated reporting or review systems.
• Advises on procedural and documentation requirements for research plans, progress reports, research proposals, manuscripts, travel, grants, and agreements.
• Maintains calendars, leave schedules, electronic documents, and correspondence logs using standard office software and digital tools.
• Produces documents in correct format with accurate spelling, grammar, and punctuation.
• Maintains and revises filing systems for administrative and research documentation in physical and electronic formats.
• Logs, routes, and tracks incoming correspondence and action items to ensure timely follow-up.

Requirements