Job Description

NOTE: We are seeking applicants for this position prospectively, which is dependent on award of contract.

If you are unable to complete this application due to a disability, contact Ocean Associates at 703-388-9548 to ask for an accommodation or an alternative application process.

Ocean Associates Inc. (OAI) is seeking an applicant to provide Travel, Time and Attendance, and Administrative Operations support to the National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), Office of the Assistant Administrator OAA) in Silver Spring, MD. OAI is a Virginia corporation established in 2003 that provides consulting and technical services to the U.S. government, non-governmental organizations, international organizations, and the private sector. We specialize in scientific program and project management, strategic planning, professional and technical services, and stakeholder engagement, supporting government contracts.

Background

NOAA’s National Marine Fisheries Service (NMFS), also known as NOAA Fisheries, is responsible for the stewardship, conservation, and management of the Nation’s living marine resources and their habitats. NMFS supports sustainable fisheries, protected species recovery, healthy marine ecosystems, safe seafood, and science-based decision-making.

The NMFS Office of the Assistant Administrator (OAA) provides executive leadership and coordination for regulatory, scientific, communications, operational, human capital, aquaculture, policy, and equal employment opportunity activities. OAA requires professional administrative and analytical support to maintain timely, secure, accurate, and accessible operations across its executive and mission support functions.

Tasks

Provide administrative operations support to the OAA Front Office and other OAA offices as directed.

Travel Coordination

• Prepare travel authorizations, vouchers, reimbursement support documents, and related travel packages in the current Federal travel system and in accordance with applicable Federal travel regulations and NOAA/NMFS procedures.
• Coordinate travel logistics for OAA Federal staff and invited travelers, including itinerary coordination, documentation, voucher support, and status tracking.
• Maintain travel trackers, flag missing approvals or documentation, and provide status updates to travelers and Government officials as directed.
• Support conference and group travel package preparation and routing when requested.

Time and Attendance Support

• Provide administrative support for time and attendance tracking using the approved Government timekeeping system and NOAA procedures.
• Maintain pay period calendars, send reminders, review timesheets for completeness or obvious errors, and notify employees and approving officials of outstanding actions.
• Prepare timekeeping status reports for Government review. Government officials retain all certification and approval authority.

Office Management, Meeting, and Correspondence Support

• Coordinate facilities requests, training request packages, IT helpdesk tickets, space needs, equipment needs, and purchase request packages as directed by the COR.
• Monitor shared mailboxes, maintain calendars and contact lists, schedule meetings and appointments, and manage meeting logistics for executive leadership and OAA staff.
• Prepare agendas, meeting notes, action item trackers, meeting preparatory materials, and follow-up reminders.
• Coordinate hybrid and virtual meeting support using approved technologies such as Google Meet, WebEx, or other Government-approved tools; support conference room audiovisual setup and coordination with helpdesk or vendors when authorized.
• Prepare and edit correspondence, memoranda, manuals, informational materials, forms, newsletters, reports, spreadsheets, and presentation materials.
• Perform basic statistical calculations and data organization for reports, briefings, dashboards, and presentations.
• Upload routine documents to approved web content management systems or shared repositories when authorized and trained.
• Maintain budget tracking and expense reconciliation support documentation for Government review.

Start Date: Contingent upon award of contract.

Location: NMFS Headquarters. 1315 East-West Highway, Silver Spring, MD 20910. Telework or remote support may be possible when authorized.

Travel: Travel is not anticipated as a routine requirement but may be authorized when necessary.

Salary and Benefits: This is a full-time position with benefits. Salary, commensurate with experience, between $25.00 - $45.00 per hour.

Requirements

Applicants must have the following minimum requirements:

• Bachelor’s degree and three (3) years of experience, or a Master’s degree, from an accredited college or university.
• Qualifications should be commensurate with an associate degree or equivalent experience and approximately eight years of relevant administrative experience for senior support roles.
• Personnel shall possess strong written and oral communication skills; proficiency with Microsoft Office, Google Workspace, Adobe Acrobat, electronic file management, calendars, spreadsheets, and approved collaboration tools; and the ability to learn NOAA/DOC systems and procedures quickly.
• Experience providing executive-level administrative support, calendar management, meeting logistics, correspondence preparation, travel preparation, time and attendance administrative support, facilities/training/IT request coordination, and file management.

If you are interested in being considered for this position, please APPLY THROUGH OUR ADP WEB PORTAL, AT THE LINK AT THE TOP RIGHT OF THIS PAGE.

Only qualified applicants that meet minimum experience or background requirements stated above need apply. When applying for this position you will be asked to upload your resume at the end of this online application.

Applicants should submit a resume that includes the following:

• Cover letter that briefly describes how you meet the required and preferred qualifications listed.
• Work history for past 10 years or since last full-time education.
• Education.
• Previous experience or training with similar requirements.
• Three professional references.
• Include your name in the document file name.
• Upload your resume in readable, not scanned, PDF or Word format (PDF is preferred).

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States, complete the required employment eligibility verification document form upon hire, and successfully complete a federal government background check. OAI does not discriminate on the basis of any status or condition protected by applicable federal or state law.

OAI is a government contractor and is required by law to invite applicants to voluntarily self-identify their disability status and veteran status. OAI's online application includes check boxes to either voluntarily self identify or decline to self identify. While the information is collected through your application, it is collected anonymously and is not connected to your application. OAI uses the information it collects to track its disability and veteran hiring progress, and to meet its obligations under Section 503 of the Rehabilitation Act and under VEVRAA.

Note: If you are not selected, your materials may be retained for present or future opportunities. We may use your resume in bidding on a project and if we are awarded the work, we will contact you before seeking further applicants. If you do not wish us to retain or use your resume to seek work for you, please let us know in the "Notes" section on the second page of the online application.