Overview:

Boston Government Services has a need for an Office of Technology Transitions Management Support Specialist.

BGS is an engineering, technology, and security firm helping to advance missions of national importance for government programs, national laboratories, national security facilities, nuclear operations, and complex projects. We support clients at every stage, from strategic planning and program management to the execution of engineering and technical activities. We work to attract and retain the best talent because the best talent delivers the best results for our clients. Our capabilities are based on our experience in complex, secure, and highly regulated environments. We leverage our experience and capabilities to provide mission-driven solutions tuned to our client’s mission needs and strategic direction.

This position directly supports the Department of Energy Office. The Mission of the Department of Energy (DOE) Office of Technology Transitions (OTT) is to expand the public impact of the department's research, development, demonstration, and deployment portfolio to advance the economic, energy, and national security interests of the nation. OTT is the front door to DOE products, facilities, and expertise.

The Management Support Specialist will provide support services to the OTT Commercialization Programs Team across the entire spectrum of personnel, programming, logistics, communications, records and files, and financial and manpower management.

Responsibilities include:

• Scheduling and General Support: Manage Commercialization Programs Team scheduling and other administrative support. This includes schedule prioritization and facilitating meetings/video conferencing; receiving/exiting visitors; managing strategic and large-group scheduling appointments; and providing backup support to the administrative support staff for the Director and Principal Deputy Director as needed.
• Manage domestic and foreign travel logistics for the Commercialization Programs Team and provide the support that includes:
  • Use AdTrav and CONCUR automated travel management systems.
  • Make travel arrangements (e.g., airline, lodging, and transportation reservations).
  • Prepare travel authorizations, vouchers, and official applications for Passports and VISAs.
• Apply broad, comprehensive knowledge of DOE administrative policies, procedures, and requirements to assist in keeping the office in compliance, such as the Paperwork Reduction Act, records management program and general shared folder upkeep, foreign and domestic travel policy and procedures, Concurrence, and the headquarters parking and transit subsidy program, among others. Write, develop, analyze, coordinate, and update OTT Team policies and processes working with appropriate team members.
• Coordinate and assemble appropriate briefing and meeting materials from relevant stakeholders in advance. As appropriate, draft email responses such as meeting follow-ups, letters of acknowledgment, commendations, notifications, thanks, and notes to the file.
• Responsible for accurate content, coordination, and consistency with policy, i.e., control of OTT administrative actions, files, routing/coordination of staff actions, calendar supervision, etc. Implement innovative lean, agile processes for administrative functions to plan future operations and serve as an effective conduit to the OTT Operations Team.
• Assist in the maintenance of various OTT commercialization programs and other Stakeholder databases.
• Track reporting compliance in important systems of record such as PICS and OSTI and notify leadership or any non-compliant entities, help ensure compliance is met by following up as directed
• Attend meetings as directed and work with attendees to ensure clear agendas are created in advance and that agenda is followed. Take and file meeting minutes and ensure agreed-upon team action items are distributed to relevant team members via email. Keep a running list of all open action items organized by the owner and follow up as directed/needed until all action items are complete. This will specifically include supporting the OTT Policy Team with scheduling and developing agendas for the statutory Technology Transfer Policy Board and tracking notes and outcomes from these monthly meetings.
• Read and review documents as directed, performing tasks such as proofreading or summarizing the important aspects of document contents.
• Manage the Commercialization Programs team calendar, ensuring all major activities are tracked and coordinated.
• Work with team and leadership to help organize and prioritize the Commercialization Programs Team’s activities and provide occasional support for other OTT Team Leads.

Required Qualifications:

• Bachelor’s degree in Business, Organizational Communications, Political Science, Management, or a related field.
• 5+ years of experience (advanced degrees may be substituted for years of experience required).
• Demonstrated ability to be self-directed, take the initiative, anticipate, and address needs and see projects through to completion.
• Proactively solve administrative problems and create practical solutions.
• Independently research, resolve or offer solutions to unusual problems in performing various duties related to special projects involving administrative issues.
• Respond rapidly to short-notice reviews. (Short notice ranges from on the spot to within 30 minutes).
• Proven customer relationship skills, including excellent written and verbal communication skills.
• High level of comfort with multitasking and rapidly shifting priorities.
• Strong management and organizational skills.
• Proven ability to perform detail-oriented work.
• Proficient working knowledge of Microsoft Office Suite.
• Ability to draft Word documents and PowerPoint presentations for federal review, as well as use Excel to track and review data and perform analysis for federal use.
• Successful drug screening.

Preferred Qualifications:

• Experience working in a fast-paced environment.
• Experience in working with Senior Level Executives.
• Experience working within DOE.
• Self-starter, an ability to work both independently and as part of a highly dynamic collaborative team.
• Ability to balance multiple long and short-term projects and competing priorities.

Salary Range: $75-100,000.

Boston Government Services, LLC is an Equal Opportunity/Affirmative Action employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.