Program Support Specialist

SD Solutions, LLC; McLean (VA); On-site; USD 50,000 - 75,000; Full time

Job summary

Turner-Fairbank Highway Research Center (TFHRC) in McLean, VA seeks a Program Support Specialist to provide comprehensive administrative and program support to TFHRC leadership, research offices, and stakeholders. The role includes coordinating calendars, meetings, travel, procurement, records management, data entry, filing, and event support, with strong organizational and communication skills essential.

Onsite work is primary with occasional telework; successful candidates will complete

Qualifications

• High School Diploma or GED required.
• 1–2 years of relevant administrative or program-support experience.
• Strong written and oral communication skills.
• Excellent organizational and time-management abilities.
• Ability to work both independently and as part of a team.
• Proven track record of meeting deadlines with quality work.
• Ability to work onsite at TFHRC in McLean, Virginia.
• Must satisfy USDOT/FHWA security and badging requirements.
• Valid state driver's license for duties requiring operation of Government-owned vehicles.

Responsibilities

• Provide day-to-day administrative and program support to TFHRC leadership, staff, research offices, and stakeholders.
• Coordinate calendars, appointments, meetings, and onsite/offsite activities.
• Prepare meeting materials, minutes, and follow-up documentation.
• Perform data entry and maintain administrative tracking systems.
• Maintain office files and records in compliance with requirements.
• Prepare, format, and proofread correspondence, reports, and technical documents.
• Assist with procurement requests and purchase-waiver processes.
• Coordinate Government travel arrangements and related documentation.
• Support events, conferences, and tours, including TRB/FHWA Annual Meeting.
• Track inventory and manage Government property and fleet activities as needed.
• Identify process improvements and cross-train for continuity of operations.
• Complete required FHWA/DOT training and security requirements.

Skills

Administrative support

Time management

Communication

Multitasking

Independent work

Attention to detail

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Outlook

Microsoft Access

SharePoint

Google Workspace

SQL

E2 Travel

EDMS

PRISM

CASTLE

Delphi

Time and attendance systems

Admin tracking software

Job description

The Program Support Specialist provides full-time administrative, operational, project, event, records, procurement, travel, property, and customer-service support to the Federal Highway Administration's Turner-Fairbank Highway Research Center (TFHRC).

The position supports TFHRC leadership, Office Directors, research personnel, and other stakeholders with daily office operations and specialized program-support activities. The Program Support Specialist works independently and collaboratively with the Lead Program Support Specialist/Program Manager and maintains cross-training across assigned functions to ensure continuous support.

Primary Responsibilities

• Provide responsive day-to-day administrative and program support to TFHRC leadership, staff, research offices, and internal and external stakeholders.
• Serve as a primary point of contact for assigned office-support activities and provide professional customer service.
• Coordinate calendars, appointments, meetings, schedules, and onsite/offsite activities.
• Prepare meeting materials, presentations, meeting minutes, action items, and follow-up documentation.
• Perform data entry and database maintenance and maintain administrative tracking systems.
• Establish, organize, maintain, retrieve, and dispose of office files and records in accordance with applicable requirements.
• Prepare, type, format, edit, and proofread correspondence, reports, records, technical papers, tables, charts, graphs, presentations, and Government forms.
• Research, compile, and summarize information from management systems, files, and other documentation.
• Assist with controlled correspondence and routine responses to internal and external stakeholders.
• Prepare, submit, route, monitor, and track procurement requests.
• Support preparation of purchase-waiver approvals and procurement closeout memoranda.
• Coordinate Government travel arrangements, including lodging, rental vehicles, air and rail transportation, travel authorizations, travel advances, vouchers, and itineraries.
• Support laboratory tours, meetings, special events, conferences, and other TFHRC activities.
• Assist with the TRB/FHWA Annual Meeting, including attendee tracking, equipment lists, meeting-space coordination, event calendars, transportation/shuttle schedules, and onsite event support.
• Perform inventory and supply tracking and assist with management of Government property, including laptops, monitors, printers, and other designated equipment.
• Assist with fleet-management activities, including Government-owned vehicle operations, maintenance coordination, licensing and registration, mileage reporting, fuel reporting, and GSA coordination.
• Monitor multiple concurrent assignments and independently prioritize work to meet established deadlines.
• Identify process improvements and more efficient approaches for accomplishing assigned work.
• Cross-train with the Lead Program Support Specialist/Program Manager to maintain continuity of critical TFHRC operations.
• Complete required FHWA/DOT training and comply with applicable security, records-management, confidentiality, and operational requirements.

Required Qualifications

• High School Diploma or GED.
• Minimum one to two years of relevant administrative or program-support experience.
• Good written and oral communication skills.
• Strong organizational and time-management skills.
• Demonstrated ability to work independently and collaboratively as part of a team.
• Proven ability to produce accurate, high-quality work under deadlines.
• Ability to adapt to changing priorities and assignments.LI>
• Ability to manage multiple concurrent administrative and operational requirements.
• Ability to work onsite at TFHRC in McLean, Virginia.
• Ability to satisfy USDOT/FHWA personnel-security and badging requirements.
• Valid state-issued driver's license for duties requiring operation of Government-owned vehicles.

Required Technical/Software Capabilities

Working knowledge and proficiency, as applicable, with:

• Microsoft Word, Excel, PowerPoint, Outlook, Access, and SharePoint
  Google Docs, Sheets, Slides, Calendar, Google Meet, and Google Workspace
• SQL
• Time and attendance systems
• Administrative tracking and data-entry applications

The position must also be capable of independently navigating FHWA/DOT operational systems with little to no Government assistance, including E2 Travel, EDMS, PRISM, CASTLE, and Delphi.

Location

Turner-Fairbank Highway Research Center, McLean, VA.

Work Arrangement

Primarily onsite; occasional telework may be authorized by FHWA.

Security

Must successfully complete required USDOT/FHWA background investigation, badging, and system-access requirements.