Project Specialist

Submission Information
Publish Date: 
Thursday, June 11, 2020
Archive Date: 
Thursday, August 6, 2020
Job Summary
Job Category: 
Institution Classification/Type: 
SOFIA / Universities Space Research Association
Moffett Field
United States of America
Job Announcement Text: 

A Project Specialist is an administrative professional who assists project managers with organizing and controlling project activities through communicating risks, opportunities and current state of the project.  They fulfill their obligations by coordinating meetings, resources, equipment and information.  Project Specialist handle projects with the goal of seeing them through on time and within budget.  Project Specialist’ roles are crucial to a company’s success because they ensure projects run smoothly by controlling workflow, scheduling assignments, evaluating the course of the project and reporting its status to the management and stakeholders.  For SOFIA, the Project Specialist will provide high-level support to the Program Manager (PM) and Program Director (PD).

Essential Duties/Responsibilities:

A Project Specialist should be able to fulfill various duties and responsibilities.  They should work closely with project managers to create comprehensive action plans concerning resources, budgets and timeframes for projects.  Project managers perform various coordinating duties such as scheduling and risk management.  The following additional duties and responsibilities that a Project Specialist should be able to do:

  • Provide administrative assistance to SOFIA SMO Director, including, but not limited to, taking telephone calls and making calls, managing and distributing calendars, making travel arrangements and processing expense reports and other reimbursements, scheduling appointments, maintaining records, and updating bibliography of published works.
  • Provide administrative support to the entire SOFIA team, including, but not limited to, preparing and distributing memoranda and providing written communications support, making copies of programmatic materials, responding to general inquiries concerning department activities, maintaining the employee travel, vacation, and meeting calendars, and preparing shipments.
  • Prepare ARC Visit Requests and occasionally meet visitors at gate. Work with the Administrative Group, USRA Ames Business Office, and the Science Project Office Administrative Assistant on Foreign National badging processes, including computer and physical access, arranging for fingerprinting, background checks, and escorting as needed.
  • Participate in Administrative Group planning and development activities, including writing procedures as needed and noting inefficiencies in office operations and working to correct them.
  • Act as contact for NASA Mail Access & Administration, including assisting staff with obtaining Winchell accounts, managing group membership and document access, and interfacing with other SOFIA NASA Administrators to solve problems as they arise.
  • Manage the SOFIA weekly report by collecting input from all managers, compiling input into a report, and distributing to the customer and USRA staff.
  • Coordinate and schedule meetings and workshops, including ordering or preparing refreshments, preparing the conference room, running presentations, and miscellaneous logistical support. (Occasional use of personal vehicle may be required to drive to local establishments to pick up various items for meetings, Fed Ex drop off or to other locations at NASA Ames.)
  • Respond to general inquiries from the SOFIA staff concerning program activities and operations by relating or referring to established policies and procedures.
  • Maintain inventory of office supplies and reorder as necessary. Shred records, as necessary.
  • Keep Office Reception area and break room presentable for staff & visitors.
  • Complete all trainings as scheduled
  • Other job related duties as assigned

Required Qualifications:


  • A Bachelor’s Degree in business or related field.


  • Minimum 2 – 5 years relevant experience in managing tasks and projects.
  • 5+ years of experience performing complex administrative assistant duties, or project management tasks.
  • Experience managing financial budgets

Knowledge, Skills & Abilities: 

  • Strong attention to detail in order to complete tasks thoroughly and accurately for example, when processing and reconciling vouchers, and typing and proofing written materials.
  • Proven ability to be proactive and professional in completing tasks independently, exercise sound judgment, follows instructions, and maintains a high level of professional conduct and confidentiality.
  • Working knowledge of systems and policies, procedures and operations in an office environment needed to perform moderately complex administrative duties such as coordinating meetings and conferences, complex computer and database management skills, and interacting with various staff, managing staff calendars.
  • Excellent organization skills with demonstrated ability to set priorities and manage, coordinate, and perform multiple tasks simultaneously.
  • Demonstrated ability to be reliable, responsible, dependable, and fulfill obligations.
  • Possession of the analytical skills needed to handle non-routine, moderately complex administrative details.
  • Teamwork and the ability to work cooperatively and effectively with co-workers, customers, and supervisor in a professional and courteous manner is an essential function of this position.
  • Strong written and verbal communication in English is required. Superior telephone communication and interpersonal skills and ability to interact effectively and positively with people. Must have the ability to show understanding, patience and tact when dealing with scientists, staff and the public.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Extremely proficient in navigating the web, making travel arrangements on the web, and conducting Internet research.
  • High computer proficiency with in-depth knowledge, experience, and skills of operations of database management, graphics, and spreadsheets, including proficiency in Microsoft Word, Excel, PowerPoint and other commonly used Macintosh or Windows office applications, Deltek a plus.
  • Ability to operate standard office machines and equipment such as calculators, postage meters, computers, fax machines, and photocopiers.

Working Conditions:

This job primarily operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. Extensive online usage. While performing the duties of this job, the employee is frequently required to stand; walk; sit, use hands.  Keyboarding for large time spans each day will be a significant part of this position.

The employee may need to lift and / or move up to 25 pounds.


  • This position is based at NASA AMES Research Center Moffett Field. Travel will be limited to local sites as needed.

Applicants should apply to the posting at .  Review of candidates will begin immediately.  Additional information on USRA can be found at

USRA is an Equal Opportunity Employer Minorities/Females/Protected Veterans/Disabled/Sexual Orientation/Gender Identity

Application Deadline: 
Wednesday, August 12, 2020
Selection Deadline: 
Wednesday, August 12, 2020
Current Status of Position: 
No Status Given (Opted Out)
Apply to Job
Attention To: 
Ben Tanis
Talent Acquisition
Universities Space Research Association
Street Line 1: 
7178 Columbia Gateway Drive
Zip/Postal Code: 
United States of America
Inquiries About Job
Attention To: 
Ben Tanis