What are the responsibilities and job description for the Program Support Specialist position at GBTI Solutions Inc?
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
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.