Project Support Specialist

Noblis•Reston, VA

8d•Hybrid

About The Position

Noblis is seeking a Project Support Specialist to provide comprehensive support for the Strategic Environmental Research and Development Program (SERDP) and the Environmental Security Technology Certification Program (ESTCP) within the Department of War (DoW). The ideal candidate is a highly organized, detail-oriented professional who thrives in a fast-paced environment managing multiple competing priorities across documentation, meeting coordination, information technology (IT) support, and DoW policy compliance.

Requirements

High School diploma
US Citizenship is required
Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Teams, and Excel)
Ability to handle and keep track of a mix of delegated tasks while maintaining personal ownership of ongoing processes
Candidates should be located in the Northern Virginia/Washington, D.C. area

Nice To Haves

Experience in administrative support
Experience with A/V equipment setup, operation, and troubleshooting
Ability to lift 60 lbs
Proven ability to interact with senior leadership and high-performing engineering and research teams
DoW records management experience
Experience supporting federal or defense programs
Experience with program coordination or project support
Experience preparing reports, briefings, or documentation
Experience managing schedules, tasks, or deliverables
Experience engaging with stakeholders
Experience with Microsoft Office or collaboration tools
Experience with AI/ML concepts and terminology
Familiarity with government systems, including: CATMS, DTIC Submittal Portal

Responsibilities

Draft, assemble, and coordinate DoW correspondence packages through the Correspondence Automation Tracking and Management System (CATMS) in collaboration with internal and external stakeholders
Reformat documents to meet DoW style guidelines and program office standards
Submit and track documents through public release clearance workflows for program office materials, webinar content, and high-priority requests
Post cleared documents to DoW repositories such as the Defense Technical Information Center (DTIC) Submittal Portal
Maintain electronic and hard copy office files and digital records
Create and maintain guidance documents and standard operating procedures (SOPs) for equipment use, program processes, and other operational needs
Research and maintain current knowledge of Department of Defense (DoW) policies related to Controlled Unclassified Information (CUI), technology, and document handling
Advise clients, program staff, and stakeholders on the proper implementation of DoW marking policies, distribution statements, and CUI handling requirements
Perform quality assurance reviews of documents to ensure compliance with established rules and guidelines
Monitor policy changes and communicate updates to the program team as applicable
Plan, coordinate, and execute over 75 virtual, hybrid, and in-person meetings annually
Develop and distribute agendas, manage meeting logistics, and coordinate participant communications
Schedule meetings with hotels, conference rooms, and off-site venues
Coordinate and support webinars, virtual meetings, and hybrid events, including platform setup, registration management, and participant support
Support conference operations by tracking and scheduling room usage, coordinating side meeting logistics, and managing booth assembly and breakdown
Provide on-site support in the Northern Virginia area and at Pentagon facilities.
Transport, set up, operate, and tear down audio/visual (A/V) and IT equipment at on-site and off-site meeting locations
Provide on-site and remote IT/AV support for meetings, conferences, and events
Develop software solutions and automations using tools such as MS Lists and workflow platforms to improve program efficiency
Maintain inventory of IT supplies and equipment for meetings and events
Support webinar platforms and virtual meeting technology to ensure seamless execution of virtual and hybrid events
Provide day-to-day operational support for DoW program activities, including planning, coordination, and execution of program tasks
Manage and maintain staff calendars, monitor voicemail, and arrange meetings and conference calls
Use spreadsheets and other tools to calculate program statistics and generate charts for leadership reporting
Provide general on-site and virtual administrative support as needed
Submit DoW IT service tickets and coordinate with DoW security, building management, and IT staff to resolve technical and access issues
Process account access requests and manage ID documentation
Support security-related administrative processes as directed