Program Support Specialist

The One 23 Group; Montgomery (AL); On-site; USD 55,000 - 75,000; Full time

Job summary

The One 23 Group in Montgomery, AL is seeking an Administrative Coordinator to support program operations and communications for government contract programs. You will maintain contact lists, assist onboarding, and help manage recurring tasks and documentation.

Responsibilities include coordinating meetings, distributing agendas, maintaining records, and supporting timesheets and financial- or compliance-related tasks. This role requires on-site work and a Secret clearance.

Qualifications

• High school diploma or equivalent.
• 0–3 years in administrative, project coordination, program support, or related roles.
• Experience with Microsoft Office suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to manage multiple recurring tasks and meet deadlines.
• Strong written and verbal communication skills.
• Ability to handle sensitive information and follow security procedures.
• Ability to work on-site with appropriate discretion.

Responsibilities

• Coordinate and document weekly operational activities and calendars.
• Prepare and distribute agendas, notes, and supporting materials for meetings.
• Manage contact lists, onboarding tasks, and employee communications.
• Support timesheet processing, reminders, and timekeeping records.
• Maintain procedure documents, checklists, and project files.
• Assist with onboarding, in-processing, and offboarding activities as needed.
• Ensure compliance with security and records-management requirements.

Skills

Attention to detail

Communication skills

Time management

Education

High school diploma or equivalent

Associate's or bachelor's degree (preferred)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Description

At The One 23 Group, our mission is to set the benchmark for excellence in government services. We empower our clients in the Department of War, Intelligence Community, and Federal Civilian sectors to excel with our advanced capabilities. Our dedication lies in fostering a people-first culture, underpinned by steadfast ethical principles. Embracing innovative technologies and process improvements, we are steadfast in our journey toward a future that is both bright and transformative. Our expertise spans Enterprise IT, Mission IT and Cyber. With our global footprint, we place a strong emphasis on nurturing our people and culture, which forms the core of our successful strategies in leadership and financial management. We pride ourselves on our extensive experience and effective approach, ensuring that we lead with both innovation and integrity.

Requirements

Essential Duties and Responsibilities

Project and Operational Coordination

• Maintain and update the program's weekly node list.
• Prepare and coordinate monthly distribution of NIPRNet and SIPRNet node lists to authorized recipients.
• Verify distribution lists, recipients, and delivery requirements before releasing operational information.
• Document and maintain the standard operating procedure for node list preparation, review, approval, and distribution.
• Track recurring operational activities, deadlines, reminders, and action items.
• Support the assignment and maintenance of a designated owner for Columbus operational communications.
• Assist project leadership with special projects, administrative requests, and recurring program-management activities.

Communications and Meeting Support

• Prepare and distribute biweekly Town Hall agendas.
• Coordinate with project leaders and functional owners to collect agenda topics, announcements, and supporting materials.
• Distribute Columbus operational communications to employees and other authorized stakeholders.
• Transfer, establish, and maintain recurring calendars, meeting invitations, and distribution groups.
• Maintain recurring operational reminders and verify that responsible personnel receive timely notifications.
• Draft clear, professional internal communications, meeting notices, reminders, and procedural updates.
• Maintain records of key communications and recurring program activities.

Personnel and Contact Management

• Maintain the employee contact list and related personnel information in Smartsheet.
• Update contact information, work locations, organizational assignments, communication preferences, and other approved personnel data.
• Transfer and maintain contact lists and email distribution lists.
• Conduct periodic reviews to identify outdated, incomplete, or duplicate contact information.
• Protect employee information and limit access to authorized personnel.

Employee Onboarding and In-Processing

• Coordinate administrative onboarding activities for newly assigned employees.
• Maintain and update the employee in-processing checklist.
• Track onboarding tasks such as required documentation, account requests, orientation activities, training, equipment coordination, and initial introductions.
• Communicate onboarding requirements and deadlines to new employees, supervisors, and supporting departments.
• Monitor onboarding progress and follow up on incomplete or overdue actions.
• Maintain accurate onboarding records in accordance with company and customer requirements.
• Assist with employee offboarding and transition activities when requested.

Timesheet Administration

• Support the administration of employee timesheets and timekeeping requirements.
• Provide employees with reminders regarding timesheet submission deadlines.
• Review timesheet status reports and follow up with employees regarding missing, incomplete, or rejected timesheets.
• Assist employees with routine timekeeping questions and direct complex issues to the appropriate manager, payroll, or accounting representative.
• Maintain accurate records of reminders, corrections, and timesheet-related communications.
• Follow company timekeeping policies and applicable government-contracting requirements.

Process Documentation and Records Management

• Develop and maintain clear desk procedures, checklists, process guides, and other administrative documentation.
• Organize project files, contact lists, calendars, distribution records, onboarding records, and recurring communications.
• Apply established file-naming conventions, version-control practices, and records-management procedures.
• Identify opportunities to streamline recurring administrative and operational processes.
• Support updates to Smartsheet trackers, Microsoft Office documents, shared drives, SharePoint sites, or other project collaboration tools.

Minimum Qualifications

• High school diploma or equivalent.
• Zero to three years of administrative, project coordination, program support, office management, customer service, or related experience.
• Experience using Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple recurring assignments and meet established deadlines.
• Strong attention to detail and commitment to maintaining accurate records.
• Strong written and verbal communication skills.
• Ability to work professionally with employees, managers, customers, and corporate support personnel.
• Ability to handle sensitive personnel and operational information appropriately.
• Ability to follow established security, information-handling, and records-management procedures.
• Active Secret clearance.
• Ability to work on-site.

Preferred Qualifications

• Associate's or bachelor's degree in business administration, management, communications, information systems, or a related field.
• Experience supporting a Department of Defense, federal government, or government-contractor environment.
• Experience with Smartsheet, SharePoint, Microsoft Lists, or similar collaboration and tracking tools.
• Familiarity with NIPRNet and SIPRNet environments.
• Experience supporting employee onboarding, timesheet administration, meeting coordination, or internal communications.
• Experience developing checklists, standard operating procedures, desk guides, or workflow documentation.

Equal opportunity employer, including disability/vets.