Administrative Support Specialist /Program Operations Analyst

Administrative Support Specialist / Program Operations Analyst

IBSS Corp. is seeking an Administrative Support Specialist / Program Operations Analyst to support the NOAA National Weather Service (NWS) Office of the Assistant Administrator (OAA) under the Program Management Support Services contract. This position provides comprehensive administrative, operational, and program support across executive and organizational activities. The selected candidate will support meeting coordination, action tracking, documentation management, reporting, and day-to-day program operations to advance NWS leadership priorities and mission execution. The Administrative Support Specialist / Program Operations Analyst will work closely with Government leadership, program staff, and stakeholders to ensure efficient coordination of activities, timely completion of deliverables and action items, and high-quality administrative and operational support.

Key Responsibilities

• Provide day-to-day administrative and operational support across program and executive support functions.
• Coordinate and schedule meetings, briefings, and leadership engagements, including logistics, conference room reservations, virtual meeting setup, and materials preparation.
• Prepare, edit, distribute, and maintain meeting agendas, minutes, briefing materials, presentations, and official correspondence.
• Track action items, assignments, and follow-up activities to ensure timely completion and accountability.
• Maintain official records, files, distribution lists, and document repositories in accordance with organizational procedures.
• Support travel coordination, travel authorizations, and voucher processing as required.
• Assist with onboarding and offboarding activities for program personnel and stakeholders.
• Provide general office support, including coordination of supplies, shared resources, and administrative requests.

Coordination & Communications

• Serve as a liaison between Government stakeholders, internal offices, and external partners.
• Coordinate communications, meeting schedules, and tasking activities across multiple functional areas.
• Support executive engagements, briefings, and special projects.
• Ensure timely dissemination of information, meeting materials, and status updates.

Program & Process Support

• Support tracking and reporting of program priorities, milestones, and assigned taskings.
• Assist with the development and maintenance of tracking tools, dashboards, spreadsheets, and reporting systems.
• Support process improvement initiatives and administrative workflow optimization.
• Maintain organized electronic records and document management systems.

Required Qualifications

• BA/BS degree (or equivalent).
• 2–4 years of experience in a related area.
• Strong writing, editing, and verbal communication skills.
• Experience supporting administrative operations, program coordination, or executive support functions.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a fast-paced environment.
• Experience coordinating meetings, preparing briefing materials, and tracking action items.
• Proficiency with Microsoft Office Suite, Google Workspace, collaboration tools, and virtual meeting platforms.
• Strong attention to detail, organizational skills, and customer service orientation.

Preferred Qualifications

• Experience supporting Federal Government programs or offices.
• Familiarity with NOAA, NWS, or Department of Commerce operations.
• Experience with SharePoint, Smartsheet, or other tracking/reporting systems.
• Experience supporting senior leadership or executive-level operations.