Program Support Specialist

United States Courts; San Antonio (TX); On-site; USD 55,000 - 76,000; Full time

Job summary

Texas Western District Court, Western District of Texas, seeks a Program Support Specialist to coordinate district-wide events, projects, and executive communications. The role connects Executive Office priorities with court operations, aiming to improve processes and provide end-user training for local programs and applications.

Responsibilities include planning meetings and ceremonies, supporting Investitures, naturalization ceremonies, and tours, tracking project status, and preparing

Qualifications

• Strong administrative, organizational, and event-planning skills with attention to detail.
• Ability to communicate clearly with judges, staff, judiciary partners, vendors, and stakeholders.
• Experience developing or delivering training and end-user support with documentation.
• Proficiency with Microsoft 365 apps (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).

Responsibilities

• Coordinate meetings, conferences, trainings, ceremonies, and other district-wide events; prepare agendas, briefing materials, logistics, minutes, and follow-up action items.
• Support special events such as investitures, portrait ceremonies, judicial dinners, naturalization ceremonies, orientations, tours, mock trials, and other official court functions, including coordination of after-hours operational needs when required.
• Monitor executive assignments, strategic initiatives, and special projects; track deadlines, communicate project status, and elevate outstanding issues to appropriate leadership.
• Serve as a liaison between the executive office, chambers, court managers, and external judiciary partners to ensure executive priorities are understood and operationally feasible.
• Maintain a working knowledge of court operations, business processes, and local procedures; identify workflow inefficiencies and assist with developing practical improvements.
• Gather and analyze information for management studies, operational needs assessments, reports, presentations, charts, and recommendations that support executive decision-making.
• Provide end-user training and individualized assistance on local programs, applications, and related business processes, adapting communication for varying audiences.
• Prepare, edit, proofread, and maintain official correspondence, memoranda, reports, presentations, and executive records.
• Maintain organized electronic records, shared drives, correspondence controls, and reference materials to support accurate retrieval and continuity of operations.
• Assist with updates to internal and external web content and other Executive Office communications.
• Provide backup support in other functional areas and perform other duties as assigned

Skills

Administrative skills

Event coordination

Project coordination

Communication skills

Training & end-user support

Microsoft 365

Document management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Web portals

Job description

Court Name/Organization Texas Western District Court

Overview of the Position The U.S. District Court for the Western District of Texas Clerk’s Office is seeking a highly organized and adaptable professional to serve as Program Support Specialist to the Executive Office. The Program Support Specialist provides comprehensive coordination and administrative support for district-wide events, special projects, executive communications, and operational initiatives. This position helps connect Executive Office priorities with day-to-day court operations by coordinating initiatives, improving processes, and providing end-user support and training for local programs and applications.

• Coordinate meetings, conferences, trainings, ceremonies, and other district-wide events; prepare agendas, briefing materials, logistics, minutes, and follow-up action items
• Support special events such as investitures, portrait ceremonies, judicial dinners, naturalization ceremonies, orientations, tours, mock trials, and other official court functions, including coordination of after-hours operational needs when required
• Monitor executive assignments, strategic initiatives, and special projects; track deadlines, communicate project status, and elevate outstanding issues to appropriate leadership
• Serve as a liaison between the executive office, chambers, court managers, and external judiciary partners to ensure executive priorities are understood and operationally feasible
• Maintain a working knowledge of court operations, business processes, and local procedures; identify workflow inefficiencies and assist with developing practical improvements
• Gather and analyze information for management studies, operational needs assessments, reports, presentations, charts, and recommendations that support executive decision-making
• Provide end-user training and individualized assistance on local programs, applications, and related business processes, adapting communication for varying audiences
• Prepare, edit, proofread, and maintain official correspondence, memoranda, reports, presentations, and executive records
• Maintain organized electronic records, shared drives, correspondence controls, and reference materials to support accurate retrieval and continuity of operations
• Assist with updates to internal and external web content and other Executive Office communications
• Provide backup support in other functional areas and perform other duties as assigned

Qualifications

• Strong administrative, organizational, project-coordination, and event-planning skills, with exceptional attention to detail and the ability to manage competing priorities
• Ability to communicate clearly and professionally in writing and verbally with judges, chambers staff, court employees, judiciary partners, vendors, and other stakeholders
• Demonstrated ability to build rapport across functional areas and translate executive objectives into practical operational actions
• Experience developing or delivering training, providing end-user support, and creating clear procedural documentation
• Ability to analyze workflows, identify areas for efficiency, gather data, and prepare concise reports and recommendations
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or comparable collaboration tools
• Familiarity with web portals, electronic records systems, database reporting, and court or government technology environments is preferred
• Ability to exercise sound judgment, discretion, tact, professionalism, and confidentiality when handling sensitive information
• Adaptability and composure in a fast-paced environment with changing priorities and time-sensitive assignments
• Knowledge of court operations, legal terminology, and the federal judiciary is preferred

Starting salary is expected be set between the CL 26 / Step 1 ($55,171) to Step CL 27 / Step 25 ($75,776). If hired at the CL 26, there is non-competitive promotional potential to the CL 27. Consideration for appointment at the higher salary level may be given to applicants who are transferring within the federal judiciary and/or possess a significant amount of preferred work experience.

The U.S. Courts reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, any of which may occur without prior written or other notice. More than one position may be filled from this posting. In the event that a position becomes vacant in a similar classification, within a reasonable time of the original announcement, the Court Unit Executive may elect to select a candidate from the applicants who responded to the original announcement without posting the position. The Court is not authorized to reimburse travel expenses for interviews or relocation. This position is subject to mandatory electronic direct deposit of salary payments. All applicants must be a U.S. citizen or must be a lawful permanent resident (i.e., green card holder) and seeking U.S. citizenship. Applicants are advised that false statements or omission of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed. Employees of the U.S. Courts serve under "Excepted Appointments" and are considered "at-will" employees (except for probation officers who may be removed for cause).All employees are required to adhere to the Code of Conduct for Judicial Employees (available for review upon request).Applicants scheduled to interview should advise the Human Resources staff if any accommodation is needed.

The federal Judiciary is an Equal Employment Opportunity employer.