Program Support Specialist

GBTI Solutions Inc; McLean (VA); On-site; USD 40,000 - 60,000; Full time

Job summary

GBTI Solutions Inc. is seeking an on-site Administrative Support Specialist to assist federal agency leadership and staff. You will manage schedules, handle correspondence, and coordinate meetings with minimal supervision.

The role requires strong communication, organizational skills, and the ability to work independently or in a small two-person team. Proficiency with Microsoft Office and Google Workspace is essential for daily operations and records management.

Qualifications

• High school diploma or GED.
• 1–2 years of administrative or program-support experience.
• Strong written and oral communication and organizational skills.
• Ability to work independently and as part of a two-person team.
• Proven ability to produce quality work under deadlines and shifting priorities.
• Proficiency with Microsoft Office and Google Workspace; familiarity with timekeeping systems.

Responsibilities

• Provide full-time on-site administrative and logistical support.
• Serve as primary office point of contact and deliver courteous service to staff and visitors.
• Assist with calendars, appointments and on-site/off-site meetings.
• Prepare correspondence, reports, and government forms.
• Coordinate meetings, materials, minutes, and action items.
• Perform timekeeping, data entry, and records/file management.

Skills

Communication

Organizational skills

Independent worker

Team collaboration

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Google Workspace

EDMS/PRISM/Castle

Delphi

Job description

Position summary

Provide full-time on-site program, administrative, and logistical support to federal agency leadership and staff. Serve as a primary point of contact for office support, execute assigned tasks with minimal oversight, and maintain professional service to internal and external stakeholders.

Essential Duties

• Serve as a primary office point of contact and deliver courteous, responsive service to staff, visitors, and stakeholders
• Apply judgment to analyze, troubleshoot, and complete assigned tasks independently
• Adapt quickly to changing priorities and new assignments and track work through completion
• Produce accurate work products that require minimal government revision
• Coordinate and prioritize multiple concurrent assignments each day
• Provide office front-desk support as required
• Assist with senior staff calendars, appointments, and on-site/off-site meetings
• Compile and summarize information from systems and files for correspondence, reports, and briefings
• Support controlled correspondence coordination and timely responses
• Proofread outgoing materials for format, grammar, spelling, punctuation, and completeness
• Handle routine non-technical replies and follow-up correspondence
• Coordinate meetings, materials, minutes, and action items
• Perform timekeeping, data entry, database maintenance, and records/file management (create, maintain, and dispose of files per policy)
• Prepare, submit, route, and monitor procurement requests; assist with waiver approvals and closeout memos
• Make travel arrangements and process related documents in E2 Travel
• Identify and recommend process improvements
• Prepare correspondence, reports, records, technical papers, tables, charts, graphs, presentations, and government forms
• Perform assigned special-project and RD&T office support
• Help plan and facilitate laboratory tours and special events
• Support TRB/FHWA Annual Meeting logistics, including tracking spreadsheets, shuttle information, meeting-space scheduling, planning meetings, and on-site assistance as directed
• Assist with inventory and supply tracking and property accountability for research-facility equipment
• Support fleet-related tasks when assigned, including authorized GOV operation and GSA reporting coordination
• Independently use Microsoft Office, Google Workspace, E2 Travel, EDMS, PRISM, CASTLE, Delphi, and other required systems with little or no government support
• Complete mandatory government trainings on time
• Safeguard Government equipment, information, and property; sign and abide by the NDA; follow records, privacy, and Section 508 requirements
• Identify as contractor personnel and wear required identification

Minimum qualifications

• High school diploma or GED.
• One to two years of relevant administrative or program-support experience.
• Good written and oral communication and organizational skills.
• Ability to work independently and as part of a two-person team.
• Proven ability to produce quality work under deadlines and shifting priorities.
• Working knowledge of Microsoft and Google office suites, web browsers, time-and-attendance or similar tracking systems, and basic data-entry applications.
• Strong customer service skills.
• Ability to obtain and maintain required USDOT access and complete onboarding security steps promptly.

Preferred qualifications

• Federal or research-campus administrative experience.
• Experience with travel systems, procurement routing, inventory, or event logistics.
• Familiarity with DOT or similar enterprise systems (travel, finance, property, records).
• Front-desk or distinguished-visitor support experience.
• Valid driver’s license and comfort operating vehicles for official use.