Administrative Program Support Specialist

MacMore•Mobile, AL

6d•Onsite

About The Position

MacMore is seeking an Administrative Program Support Specialist to support the United States Coast Guard for a pending contract award. Location: Mobile, AL (on-site) Key Responsibilities: Provide comprehensive administrative and program support, including documentation development, task tracking, meeting coordination, and communications support to ensure efficient day-to-day operations. Develop and maintain a wide range of program documentation, including PowerPoint presentations, reports, white papers, spreadsheets, meeting minutes, and action item trackers. Research, analyze, and synthesize information from multiple sources to prepare recurring and ad hoc reports, ensuring accuracy, completeness, and alignment with established formats and templates. Manage incoming and outgoing correspondence, including tracking, routing, suspense management, and quality review to ensure compliance with organizational policies and formatting standards. Coordinate meetings, conferences, and events by managing calendars, scheduling participants, preparing materials, and documenting outcomes, including tracking follow-up actions. Support data calls and reporting requirements by collecting, validating, and compiling information within tight deadlines, ensuring timely and accurate submissions. Maintain tracking systems for key administrative and programmatic actions, including memoranda, agreements, training records, certifications, and approvals throughout the review lifecycle. Perform data analysis and develop supporting metrics and reports to inform decision-making and improve program efficiency and workflow processes. Coordinate official travel arrangements, including itineraries, logistics, and documentation, ensuring compliance with agency travel systems and protocol requirements. Support communications and outreach activities by developing draft materials (e.g., articles, briefings, event materials) and coordinating special events, including ceremonial and stakeholder engagements.

Requirements

Minimum of Four (4) years office environment program/administrative support.
Bachelor’s Degree. Substitution for a bachelor’s degree will be minimum of four years of relevant experience in addition to the required minimum years of experience.
Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel. General document processing and management.
Ability to research, collect, develop and consolidate data for use in the preparation of reports.
Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced

Responsibilities

Provide comprehensive administrative and program support, including documentation development, task tracking, meeting coordination, and communications support to ensure efficient day-to-day operations.
Develop and maintain a wide range of program documentation, including PowerPoint presentations, reports, white papers, spreadsheets, meeting minutes, and action item trackers.
Research, analyze, and synthesize information from multiple sources to prepare recurring and ad hoc reports, ensuring accuracy, completeness, and alignment with established formats and templates.
Manage incoming and outgoing correspondence, including tracking, routing, suspense management, and quality review to ensure compliance with organizational policies and formatting standards.
Coordinate meetings, conferences, and events by managing calendars, scheduling participants, preparing materials, and documenting outcomes, including tracking follow-up actions.
Support data calls and reporting requirements by collecting, validating, and compiling information within tight deadlines, ensuring timely and accurate submissions.
Maintain tracking systems for key administrative and programmatic actions, including memoranda, agreements, training records, certifications, and approvals throughout the review lifecycle.
Perform data analysis and develop supporting metrics and reports to inform decision-making and improve program efficiency and workflow processes.
Coordinate official travel arrangements, including itineraries, logistics, and documentation, ensuring compliance with agency travel systems and protocol requirements.
Support communications and outreach activities by developing draft materials (e.g., articles, briefings, event materials) and coordinating special events, including ceremonial and stakeholder engagements.