Program Management Analyst - Technical Project Coordinator

Analytical Mechanics Associates•Hampton, VA

10h•Onsite

About The Position

AMA is currently seeking an Associate Technical Project Coordinator to support the Consolidated Program Support Services for Project Coordination (CPSS PC) Contract at NASA Langley Research Center in Hampton, Virginia. The position involves working with technical and business personnel at NASA, other Government Agencies, and private industry to provide critical project management support on assigned projects. This is an entry-level, hands-on position requiring the ability to plan, coordinate, and support technical meetings and large events while also successfully managing daily business. The ideal candidate should be a self-starter, have excellent communication skills, and have the ability to integrate into a team dynamic while also balancing the overarching organizational goals. A Technical Project Coordinator is the focal point for project team communication, acting as the liaison between the project management team and the technical team to provide project related information. Along with internal project communication, a Technical Project Coordinator may also interact with personnel from other NASA centers, industry partners, or other government agencies. A Technical Project Coordinator provides organizational expertise for all project meetings that may be conducted as teleconferences, technical interchange meetings, online meetings, workshops, or face-to-face meetings. Preparation for these meetings requires careful formulation and excellent planning skills including identifying schedule availability through Outlook calendars, researching and reserving an accommodating meeting space with the appropriate equipment, agenda development and distribution, submitting visitor badge requests, compiling meeting presentations from multiple sources, and utilizing online meeting platforms such as WebEx , Adobe Connect, and Teams, based on the project requirements. In support of the meeting the Technical Project Coordinator is responsible for recording minutes, recording actions, distributing meeting minutes, notes, presentations, plans and reports, as well as action item lists to the appropriate organization or project team members., based on the project requirements. In support of the meeting the Technical Project Coordinator is responsible for recording minutes, recording actions, distributing meeting minutes, notes, presentations, plans and reports, as well as action item lists to the appropriate organization or project team members. A Technical Project Coordinator maintains Microsoft Outlook Global project calendars to manage a project’s daily activities, weekly meetings and large events. When a project travels for large meetings, the Technical Project Coordinator may travel with the team to support overall logistics, capture actions, and provide meeting notes. Technical Project Coordinators support the development of project documentation through the creation and modification of weekly, quarterly and monthly reports and presentations as well as facilitate the sharing of information through online archiving of all project documentation. A Technical Project Coordinator is considered the go-to person when project support is needed; serving as integral team member and resource from project formulation to close-out.

Requirements

Relevant work experience of 0-2 years.
Experience using Microsoft Office Suite and Adobe Acrobat applications.
Very effective in communication with management at all levels of management.
Sound and quick decision-making.
Very strong interpersonal skills and the ability to gain cooperation and work effectively with others.
The ability to troubleshoot technical issues that arise before or during the meetings.
A high degree of professionalism and the ability to work with all levels of management.
Flexibility to respond in a timely fashion to changing requirements, priorities, and short deadlines.
This position requires U.S. citizenship or Permanent Residence.

Nice To Haves

Bachelor’s Degree is desired.

Responsibilities

This position provides planning, coordinating, tracking, and reporting support for programs, projects and/or center organizations.
Performs coordination functions to enable successful conduct of daily business, including: Facilitating communication flow across project and/or program interfaces.
Maintaining project and/or program calendars.
Scheduling and managing ongoing or ad hoc meeting invitations.
Updating distribution lists, rosters, meeting attendee lists, and organizational charts.
Preparing draft presentations to be disseminated to the team for updates.
Converting technical data and related materials into presentation charts and support the development of project reporting documents as required (included but not limited to project reporting documents, project plans, milestone reports, quarterly/monthly reports, terms of reference documentation, staff meeting presentations, etc.).
Providing quality assurance checks on documents, reports, and presentations.
Responding to project management and technical team requests in a timely manner.
Working closely with other center organizations for graphics, printing, photography, tours, and facility usage.
Tracking meeting action items to maintain status and ensure deadlines are met.
Developing and providing coordination guidelines in reporting cadence, roster use, calendar updates and informal program and/or project actions.
In-room meeting coordination of audio/visual requirements, presentation material, teleconferencing and on-line meeting platform hosting.
Organizes special on-site and off-site technically-oriented meetings, programmatic reviews, working groups, panels, and boards:
Ensures availability of appropriate facilities and equipment.
Schedules and facilitates WebEx, Teams or other online conferencing sessions.
Coordinates secure meeting teleconferencing information for national and international meetings.
Supports the development of agenda with internal and external attendees to ensure meeting content is relevant to the purpose of the meeting.
Establishes room blocks for off-site events by working closely with hotel representatives.
Verifies attendee credentials and attendee lists and coordinates center access for non-NASA visitors with security, protocol, and badge and pass offices.
Travels to and facilitates off-site meetings and events to ensure proper level of preparedness for successful meetings.
Records meeting notes or minutes for distribution and archival.
Collects, distributes, controls and archives meeting data, including agendas, presentations, documentation, meeting minutes, and action items.