Administrative Program Specialist

See below for important information regarding this job.

Major duties

• If selected at the GS-09 level, duties will be performed in a developmental capacity.
• Support the Defense Logistics Agency (DLA) Director and leadership team with planning and daily office management to keep logistics operations running smoothly.
• Handle office operations by managing schedules, conference rooms, visitor requests, and building maintenance.
• Manage travel and budget tasks by using the Defense Travel System (DTS), tracking overtime in agency databases, and balancing government purchase cards.
• Schedule meetings and visits with senior military officials, civil agencies, and private industry partners.
• Draft executive presentations and All-Hands briefings, making sure all information is accurate and follows agency policy.
• Act as safety representative by coordinating building inspections and submitting work orders to fix safety issues.
• Coordinate the records program to organize, update, and save important historical documents for the agency.

Qualifications

To qualify for an Administrative Program Specialist, your resume and supporting documentation must support: A. Specialized Experience: One year of specialized experience that equipped you with the particular competencies to successfully perform the duties of the position and is directly in or related to this position. To qualify at the GS-09 level, applicants must possess one year of specialized experience equivalent to the GS-07 level or equivalent under other pay systems in the Federal service, military, or private sector. To qualify at the GS-11 level, applicants must possess one year of specialized experience equivalent to the GS-09 level or equivalent under other pay systems in the Federal service, military, or private sector. Applicants must meet eligibility requirements including time-in-grade (General Schedule (GS) positions only), time-after-competitive appointment, minimum qualifications, and any other regulatory requirements by the cut-off/closing date of the announcement. Creditable specialized experience includes: GS-09: Support the executive leadership team with daily office planning, schedule coordination, visitor logistics, and facility maintenance to ensure smooth business operations. Manage travel, budget, and safety tasks by processing travel arrangements, reconciling expense accounts, tracking overtime, and coordinating facility safety inspections. Schedule stakeholder meetings, drafts executive briefings, and manage the organization's records program to ensure clear communication and secure documentation. GS-11: Lead operational planning and workflow analysis to improve business efficiency, providing direct guidance to executive leadership while managing office resources and administrative tasks. Direct team budget and travel programs by tracking labor metrics, reconciling purchase accounts, and coordinating safety inspections to keep the organization compliant and aligned. Design executive presentations for senior leaders, manage stakeholder meeting schedules, and updates records systems to protect and organize key historical documents. B. Education Substitution: Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. Education must be from a college or university accredited by an organization approved by the U.S. Department of Education. See http://ope.ed.gov/accreditation/Search.aspx. If using education to meet basic qualifications, YOU MUST SUBMIT A TRANSCRIPT as supplemental documentation. To qualify based on education in lieu of specialized experience, you must possess: GS-09: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. GS-11: Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. C. Combination: Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for grade levels GS-09 and GS-11 and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grade GS-09 and GS-11. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Education

Are you using your education to qualify? You MUST provide transcripts or other documentation to support your educational claims. Unless otherwise stated: Unofficial transcripts are acceptable at time of application. GRADUATE EDUCATION: One academic year of graduate education is considered to be the number of credits hours that your graduate school has determined to represent one academic year of full-time study. Such study may have been performed on a full-time or part-time basis. If you cannot obtain your graduate school's definition of one year of graduate study, 18 semester hours (or 27 quarter hours) should be considered as satisfying the requirement for one year of full-time graduate study. FOREIGN EDUCATION: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university.