Lead Administrative Specialist (Direct Hire)

Summary

As a Lead Administrative Assistant, you coordinate and balance workloads, resolve daily employee concerns, manage records, and report performance. You will support staff development, ensure coverage, and serve as a designated floater for critical staffing needs, including division and directorate level offices, helping the unit achieve organizational goals through effective team leadership and development.

Duties

• Duties described below are at the highest grade advertised. Duties assigned at lower grade levels will be of more limited scope, performed with less independence and limited complexity; duties will be commensurate with the grade of selected employee.
• Lead the team in assigning, distributing, and balancing workloads based on priorities, employee skills, and established procedures. Adjust assignments as needed to ensure timely completion of team objectives.
• Train or coordinate training for team members in team-building methods, collaborative practices, and administrative or technical procedures necessary to accomplish individual and team assignments.
• Monitor and report on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor’s instructions on work priorities, methods, deadlines and quality have been met.
• Maintain program and administrative reference materials, project files, and policies and procedures. Provide team members with guidance on applicable policies, directives, and established procedures.
• Prepare reports and maintain records of work accomplishments and administrative information, as required, and coordinate the preparation, presentation and communication of work-related information to the supervisor.
• Research, learn and apply a wide range of qualitative and/or quantitative methods to identify, assess, analyze and improve team effectiveness, efficiency and work products.
• Monitor and report team progress toward established milestones and deadlines for assignments and projects. Engage team members in planning and coordinating activities to achieve team goals and objectives.
• Lead the team in assessing its strengths and weaknesses and provide leadership to the team in exploring alternatives and determining what improvements can be made (e.g., in work methods, processes and procedures).

Qualifications

Specialized experience is experience that has equipped you with the particular ability, skill, and knowledge to successfully perform the duties of this position and is typically in or related to this line of work. To qualify for the GS-09 level, you must have: a) One year of directly related specialized experience equivalent to the GS-07 level: Coordinating team activities by distributing assignments, monitoring work progress, answering procedural questions, and supporting employee onboarding and training; Providing administrative support and coordinating events and meetings, including scheduling participants, arranging resources, preparing materials, and documenting action items and follow-up activities; Using Microsoft Office 365 and Adobe Acrobat or similar applications to prepare and maintain administrative documents, spreadsheets, presentations, reference materials, and organizational records. OR b) Completed all requirements for a master's or equivalent graduate degree in an appropriate field OR c) Completed 2 full academic years of progressively higher-level graduate education leading to a master's degree or equivalent graduate degree in an appropriate field OR d) LL. B or J.D, if related OR e) Have an equivalent combination of experience and graduate study as discussed in a), b), c) and d) above To qualify for the GS-11 level, you must have: a) One year of directly related specialized experience equivalent to the GS-09 level: Leading teams by establishing priorities, distributing workloads, monitoring assignments, reviewing work products, and identifying employee training and development needs; Providing administrative support at the executive level, executing administrative tasks such as correspondence, travel, coordination of meetings and events, phone/visitor handling, report preparation, and complex calendar management; Analyzing administrative processes and workloads using qualitative and quantitative methods, recommending operational improvements, and preparing reports to support management decisions. OR b) Completed all requirements for a doctoral degree (i.e., Ph.D. or equivalent) in an appropriate field OR c) Completed 3 full academic years of progressively higher-level graduate education leading to a Ph.D. degree or equivalent doctoral degree in an appropriate field OR d) LL.M., if related OR e) Have an equivalent combination of experience and graduate study as discussed in a), b), c) and d) above Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please visit https://www.nasa.gov/careers/how-to-apply/#Super-Intelligence to review NASA's guidance on the use of super intelligent (SI) or SI-assisted tools during the application process.

Education

Basic Requirement: If you are using education completed in the United States to meet the qualification requirements, your degree must have been awarded from a college or university that is accredited by a recognized accrediting organization. For a list of schools that meet this criteria, go to http://ope.ed.gov/accreditation/. 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. These education credentials must be 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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. All degrees must have been received in the year of, or any year subsequent to the original date of accreditation How You Will Be Evaluated

Direct Hire Authority: These positions will be filled through the Office of Personnel Management's Direct Hire Authority. Category rating and veterans' preference will not be considered in evaluating applicants. For more information on Direct Hire Authority, please see: OPM Direct Hire Fact Sheet. Veterans: Under the provisions of Direct Hire Authority, veterans' preference does not apply. However, applicants who are eligible for veterans' preference are encouraged to include that information in their application and submit supporting documentation (i.e. DD-214, or other substantiating documents). For more information please see: Veterans' Preference information on the FedsHireVets website. You will be evaluated for this position based on how well you meet the qualifications and eligibility requirements listed in this vacancy announcement. To determine your qualifications and referral status, we may review your resume and supporting documentation and compare it against your responses to the assessment questionnaire. Overstating your qualifications and/or experience in your application materials or assessment questionnaire may result in your removal from consideration. You will be assessed on the following competencies: Attention to Detail Information Management Problem Solving Teamwork To preview the application questionnaire, click on the following link: https://apply.usastaffing.gov/ViewQuestionnaire/13097441 NASA considers 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. NASA will not ask you to disclose criminal history record information during the application process or before we make a conditional/tentative offer of employment. If you apply for this position and are selected, NASA will conduct a suitability/security background investigation after you accept a tentative job offer. If you feel you are asked to disclose your criminal history before you accept a tentative offer and wish to file a complaint within 30 days, please contact: [email protected]. Other Information

Additional selections may be made for similar positions across NASA within the local commuting area(s) of the location(s) identified in this announcement. By applying, you agree to have your application shared with interested selecting official(s) within NASA. CTAP/ICTAP will be cleared for any additional selection from this announcement. For purposes of Interagency Career Transition Assistance Program (ICTAP) selection priority, well-qualified is defined as possessing knowledge, skills, abilities, and/or competencies which clearly exceed the minimum qualification requirements for the position, as determined through SME review of the resume/application. If you have special priority selection rights under ICTAP, you must: Indicate your eligibility when applying for a position. Exceed the minimum qualification requirements for the position. Submit proof that you meet the requirements for ICTAP as indicated in "Required Documents." For additional information about CTAP/ICTAP eligibility, click here - https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/#ictap. Any applicant that received a Voluntary Separation Incentive Payment (VSIP) from the federal government within the last five years based of the closing date of this announcement, if selected, may be required to repay the full amount prior to establishing a start date. For additional information on the VSIP repayment requirement, click here - https://www.opm.gov/policy-data-oversight/workforce-restructuring/voluntary-separation-incentive-payments/. Per Executive Order 14343, this position is not part of a bargaining unit. Probationary Period You may be required to serve a one-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. If selected, the requirement to serve such period will be determined by Title 5 of the Code of Federal Regulations, Part 11. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.