Job description
Major Responsibilities
Alcyon Technical Services, located at NASA Glenn Research Center (GRC), is recruiting for an Office Support Assistant/Secretary III to provide administrative and clerical services to the Aeronautics Mission Office (Code KM). Work involves managing office operations, independently carrying out a variety of administrative and clerical support assignments, and assisting customers with a variety of matters related to the mission of the organization.
Duties and Responsibilities:
o Weekly tag ups for calendar updates and KM organizational status
o Maintain timesheet email reminders to the staff
o Maintain record of staff meeting attendees
o Generate and publish staff meeting notes
o Coordinate staff meeting special topics and support presentations with establishing room display and WebEx/Skype arrangements
o Develop agenda with KM leadership. Contact and confirm participants and topics, and identify participant needs for presentations ahead of and at meetings. Obtain copies of presentation
o Include final agenda, previous meeting minutes and action items
o Submit visitor request submittals, provide parking/transportation support, make lunch arrangements, name tags, and coffee/snack prep and supply
- Fill in for Directorate support as required
- Participate in K Directorate weekly tag ups (usually 2x per week)
- Collaborate with other directorate/division support
- Maintain weekly support of KM Division Chief
o Weekly tag ups for calendar updates and KM organizational status
o Maintain timesheet email reminders to the staff
- Maintain all supplies required in support of KM staff (calendars, copy room items, and requested items)
- Maintain 1676 forms, Document Availability, approval process and archive
- Provide division travel support, work with the Code B Business Unit on both preparation and completion along with known preferences and knowledge of considerations dependent upon travel location
- Serve as the recorder for KM meetings and telecons
- Maintain support for weekly KM staff meetings
o Maintain record of staff meeting attendees
o Generate and publish staff meeting notes
o Coordinate staff meeting special topics and support presentations with establishing room display and WebEx/Skype arrangements
- Proofread and edit high level documentation that is generated by K/KM, including editing PowerPoint presentations
- Maintain KM knowledge sharing system (i.e. SharePoint), uploading and archiving key documents as requested
- Occasional travel may be required to provide support to KM management/staff
- Occasional overtime as necessary and approved by customer
- Occasional telework as necessary
- Provide support for data calls to include tracking and follow-up
- Lead scheduling of meeting rooms and maintain KM calendar
- Maintain/update KM Leave/Travel calendar
- Compile and provide draft monthly Aero CMC package (includes getting update on milestone status file)
- Lead the collection and publishing of weekly highlights for Center report
- Establish and support virtual meetings using teleconference numbers and WebEx/Skype
- Support special event meetings (reviews, visits, project events/meetings) for all projects represented at GRC - room scheduling, agenda preparation and dissemination, name tags as applicable, notes as applicable
o Develop agenda with KM leadership. Contact and confirm participants and topics, and identify participant needs for presentations ahead of and at meetings. Obtain copies of presentation
o Include final agenda, previous meeting minutes and action items
o Submit visitor request submittals, provide parking/transportation support, make lunch arrangements, name tags, and coffee/snack prep and supply
- Lead office records and record list maintenance
- Maintain project organization charts/list
- Update and maintain the collection of publicly available material produced by projects' work in Electrified Aircraft Propulsion
- Support Convergent Aeronautics Solutions (CAS) with websiteWeb site and incubation team requirements
- Compose and type letters, memorandums, documents (Word), reports, PowerPoint presentations, meeting minutes, agendas, and meeting notices. Adhere to the NASA Correspondence Management and Communications Standards and Style (NPG 1450.10C) Handbook.
- Prepare postings, as requested, and submit to GRC's electronic bulletin board (i.e., Inside Glenn).
- Prepare spreadsheets, tables, charts, and graphs, and establish databases using MS Suite or similar software. Organize data in the database to facilitate the preparation of reports and analyses
- Extract data from GRC database systems
- Complete forms using Government-furnished software (e.g., Acrobat)
- As requested, enter employee award information in the NASA Automated Awards System (NAAS)
- Serve as the ITPOC upon request.
- Answer telephones, return telephone calls, and direct inquiries
- Send, receive, and distribute facsimiles
- Schedule locations and attendance for meetings and conferences including notifying participants of scheduled date/time
- Provide logistical coordination support for Center or organizational events and meetings
- Establish, maintain, and schedule meetings via electronic calendars using the Government-furnished software (e.g., Outlook)
- Coordinate Video Teleconference System (ViTS) schedule with Center Point of Contact. Remain on stand-by during ViTS and assist participants on use of equipment
- Support GRC teleconferencing systems
- Perform visitor control, security, and clearance functions for domestic and international visitors
- Maintain and schedule meeting rooms
- Screen and distribute mail
- Copy and distribute material as requested
- Work with Business Unit to prepare travel authorizations, expense reports, and purchase requisitions. Prepare packages for both domestic and international travel.
- Provide support in office move coordination, as approved by the Space Management Committee
- Maintain travel authorization and expense report files; submit/fax/scan travel receipts to the Business Unit; and assist a traveler with NASA Shared Service Center (NSSC) travel audit requests. Travel records shall be maintained in accordance with NRRS 1441.1
- Establish, organize, and maintain all administrative files for the Division in accordance with the NASA Records Retention Schedule (NRRS 1441.1), and adhere to NASA and GRC requirements for Sensitive but Unclassified (SBU) information
- Maintain action logs
- Prepare and track work orders
- Order and maintain stock and/or supplies
- Serve as alternate delegate for government purchase card (e.g., P-Card) entries, as approved
- Serve as primary or backup Records Liaison Officer (RLO) for the location, arrangement, access to, and use of office files, and for maintenance, transfer, and disposition of records
- Request inputs for highlights, reformat, and forward on to next level secretary.
- Distribute, track, and maintain an action log.
- Maintain accurate organization's roster and phone lists.
- May conduct equipment inventories and submit any changes/excesses (i.e., Prepare paperwork to excess equipment and arrange for pickup).
- Monitor the displays for bulletin boards in respective areas.
- Maintain printers, copiers, and fax machines.
- Notify the building manager of any building concerns as necessary.
- Prepare special or one-time reports, summaries, or replies to inquiries, seeking relevant information from a variety of sources such as NASA Headquarters, NASA field offices, reports, documents, and correspondence, as guided by general directions.
- Coordinates and tracks moves for the offices. This includes filling out proper paperwork for computer and phone moves for existing employees, co-op and summer students, and new employees.
- Coordinate furniture moves. All processes must be approved by the space management committee.
- Other duties as required.
REQUIRED QUALIFICATIONS AND EXPERIENCE:
Education:
High School Diploma. Vocational school and/or extended training is a plus.
Experience:
Minimum 5 years working in an office environment. Experience with Microsoft Office applications, to include Word, Excel, PowerPoint, Teams, as well as Adobe Acrobat. Experience utilizing all functionality of Outlook Calendar and e-mail. Experience with SharePoint is a plus. A good understanding of NASA's Correspondence Standards, document processes, and procedures is desired. Experience taking meeting minutes is critical.
Skills:
- Has clear and strong oral and written communication skills. Demonstrates proper use of grammar, excels in proofreading, and prepares high-quality documentation.
- Strong customer service and organizational skills, keen attention to detail, and the ability to work independently as well as part of a team.
- Ability to prioritize work and follow through to meet deadlines.
- Ability to multi-task and is adaptable to changing needs.
- Anticipate needs and act proactively in accomplishing work.
- Demonstrate taking initiative while performing contract requirements.
- Must demonstrate that they are reliable and able to meet customer requirements.
- Ability to manage multiple, time-sensitive tasks simultaneously with a focus on results and quality in a fast-paced environment.
- Working knowledge of internet tools (e.g. Chrome, MS Edge) required to conduct day-to-day business efforts.
- Working knowledge of information processing tools (e.g. document scanning).
- Demonstrates a professional demeanor.
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