Special Assistant to the Director's Office (Administrative Officer III)

Maryland Department of Transportation•Baltimore City, MD

5d•Onsite

About The Position

The State Highway Administration's (SHA) Office of Highway Development is recruiting for a Special Assistant to the Director's Office (Administrative Officer III). This position supports project delivery and provides operational support for the Office of Highway Development and its seven divisions. Reporting directly to the Director’s Office, the Special Assistant will provide oversight and coordination for the non-engineering aspects of project management, including tracking project schedules, budgets, and critical action items to ensure consistent reporting to Senior Management, the Secretary’s Office, elected officials and the general public. In addition to project delivery assistance, the position will provide a range of administrative support duties for the Office. The Special Assistant will work alongside the Administrative Chief to build recruitment pipelines with regional universities and community colleges, as well as coordinate the staff development and summer internship programs. Since the role acts as the operational hub for the Office’s leadership, the position will be responsible for maintaining a strong foundation in logistical, clerical, and executive functions, such as preparing briefing materials, managing schedules, and ensuring that routine processes like timecards and expense reports are prompt and accurate.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Three (3) years of experience in administrative or professional work.
Candidates may substitute education at an accredited college or university at the rate of 30 credit hours for each year of the required experience.
Candidates may substitute the possession of a bachelor's degree from a college or university for the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

Nice To Haves

A Bachelor’s degree (B.A./B.S.) or equivalent advanced coursework in Public Policy, Public Administration, Government Affairs, or a closely related field.
Experience utilizing modern project management software, data visualization tools, or advanced spreadsheet functions to track complex data sets, budgets, and operational schedules.
Proven ability to synthesize complex, technical, or quantitative information into clear, concise executive briefings, reports, and presentations for senior leadership or elected officials.
Experience in relationship management, external affairs, or program coordination, specifically demonstrating the ability to build effective partnerships with academic institutions, local government, or community stakeholders.
A strong track record of identifying operational inefficiencies and successfully implementing streamlined administrative or business processes (e.g., automating workflow approvals, standardizing reporting procedures).

Responsibilities

Provide oversight and coordination for the non-engineering aspects of project management.
Track project schedules, budgets, and critical action items.
Ensure consistent reporting to Senior Management, the Secretary’s Office, elected officials and the general public.
Build recruitment pipelines with regional universities and community colleges.
Coordinate staff development and summer internship programs.
Prepare briefing materials.
Manage schedules.
Ensure routine processes like timecards and expense reports are prompt and accurate.