Administrative Support Project Manager (OLPA)
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Job Location:
Chantilly, VA - USA
Monthly Salary:
Not Disclosed
Posted on:
8 hours ago
Vacancies:
1 Vacancy
Job Summary
Alexandria VA (On-Site at NSF Headquarters; Limited Telework with Approval)
Position TypeFull-Time Federal Government Contract Support
Project SummaryThe Administrative Support Project Manager provides operational leadership for the Office of Legislative and Public Affairs (OLPA) ensuring efficient day-to-day administrative functions and seamless coordination of executive-level support activities. This role oversees administrative staff manages workflow and priorities and ensures that OLPA operations maintain high standards of quality compliance and responsiveness.
Role SummaryThe Administrative Support Project Manager supervises coordinates and monitors administrative support for OLPA leadership and staff. Acting as the operational interface with the NSF Contracting Officer Representative (COR) and OLPA leadership this role manages workloads tracks deliverables ensures policy compliance and supports continuity of operations across administrative and executive support functions.
Primary ResponsibilitiesAdministrative Operations
- Manage day-to-day administrative operations supporting OLPA leadership and staff.
- Assign prioritize and track tasks across Administrative Assistants and Executive Secretary staff.
- Maintain calendars schedule meetings and coordinate stakeholders.
- Oversee preparation of agendas briefing materials presentations correspondence and reports.
- Ensure accurate data entry and maintenance in tracking systems distribution lists and document management resources.
- Monitor templates operational resources and document libraries.
- Coordinate interviews meetings panels and external stakeholder engagements.
- Support travel training and reimbursement processing activities.
- Review deliverables for quality formatting and professionalism prior to submission.
- Maintain consistent communication with COR regarding workload staffing and potential risks.
- Prepare biweekly and monthly status reports including financial expenditure tracking.
- Ensure staff compliance with NSF policies processes and security requirements.
- Maintain continuity staffing plans and support rapid replacement of personnel when needed.
Coordination and Governance
- Conduct regular coordination meetings with COR and OLPA leadership.
- Track task status deadlines and performance metrics.
- Identify potential schedule or workload risks and propose mitigation strategies.
- Document action items and follow-up activities.
- Support onboarding and structured training of new administrative staff.
- Ensure continuity of operations during staff transitions.
- Bachelors degree or equivalent professional experience.
- Five (5) or more years of experience managing administrative or program support teams.
- Demonstrated experience supporting executive-level offices.
- Advanced proficiency in Microsoft Outlook Word Excel and PowerPoint.
- Strong organizational communication and documentation skills.
- Experience preparing formal reports and coordinating multi-stakeholder activities.
- Experience supporting federal public affairs communications or legislative offices.
- Familiarity with federal correspondence standards and document control practices.
- Experience managing sensitive or time-critical executive workflows.
- Experience supporting science research or policy-driven organizations.
- Primarily on-site at NSF Headquarters in Alexandria VA.
- Standard federal work hours with flexibility for extended hours as needed.
- Ability to support rapid-response staffing and operational continuity.
- Ability to obtain and maintain a Public Trust clearance.
Key Skills
- Business
- Clerical
- Account Payable
- Administrative Skills
- Time Management
- Data Entry
- office supplies
- Accounting
- Project Management
- Administration Office
- Management skills
- Account Receivable
- Administrative Operations
- Problem Solving Skills
- Statistics
