Job DescriptionThe Senior Project Support Specialist provides expert-level project, program, and operational support to NASA's Heliophysics Division. This position supports a robust portfolio of flight missions and Division-wide initiatives through strategic coordination, program management, executive operations, technical assistance, and organizational planning.
Working closely with Division leadership, Program Executives, Program Scientists, and cross-functional stakeholders, the successful candidate will coordinate mission activities throughout the program lifecycle, facilitate executive communications, manage complex organizational priorities, and contribute to strategic planning efforts that advance NASA's Heliophysics mission portfolio.
ResponsibilitiesProgram & Mission Support- Provide expert-level project, program, and operational support to the Heliophysics Division and its portfolio of flight missions.
- Support strategic planning, development, implementation, mission transitions, technical milestone reviews, lifecycle reviews, and extended mission operations.
- Coordinate Flight Program Reviews (FPRs), mission operations reviews, science team meetings, community of practice meetings, technical reviews, and cross-organizational briefings.
- Track action items, deliverables, and operational planning activities to ensure timely completion of Division priorities.
- Facilitate collaboration among Program Executives, Program Scientists, mission teams, and external stakeholders to align Division strategy with mission execution.
Executive & Operational Support- Independently manage complex calendars, scheduling priorities, and executive engagements to ensure leadership representation at critical meetings and events.
- Coordinate domestic and international travel for Program Executives, including invitational travel, conference travel, foreign travel documentation, country clearances, Advanced Travel Notification Forms (ATNF), passport requirements, travel authorizations, and voucher processing in accordance with Federal regulations.
- Provide onsite and virtual meeting support, including logistics coordination, conference room scheduling, audiovisual coordination, Webex/MS Teams support, agenda preparation, documentation, and action tracking.
- Coordinate visitor requests, executive logistics, badging, and meeting prioritization for internal and external stakeholders.
Communications & Strategic Coordination- Draft executive briefing materials, weekly program highlights, Division reports, leadership presentations, and organizational communications.
- Review, develop, edit, and route internal correspondence and documentation, including Quad Charts, Weekly Activity Reports (WARs), Flight Program Review documentation, Decision Memoranda, PAM packages, and other executive products to ensure compliance with NASA standards.
- Prepare reports and communication products that support Division leadership decision-making and organizational awareness.
- Support stakeholder engagement activities and facilitate communication across NASA Headquarters, NASA Centers, Federal agencies, academia, industry partners, and international collaborators.
Continuous Improvement & Innovation- Evaluate and improve business processes, mission support tools, and operational workflows that enhance organizational effectiveness.
- Support modernization initiatives by recommending improvements to data management frameworks, reporting tools, automated reporting capabilities, and AI-enabled business processes.
- Develop and maintain Standard Operating Procedures (SOPs), process documentation, tracking systems, and organizational resources that improve efficiency and knowledge sharing.
- Recommend innovative solutions that strengthen program execution, communication, and customer service across the Division.
Requirements- Demonstrated experience supporting complex project, program, or mission operations within a dynamic technical environment.
- Strong project coordination, organizational planning, and analytical skills.
- Outstanding written and verbal communication skills with the ability to prepare executive-level reports, briefings, and correspondence.
- Demonstrated ability to independently manage multiple priorities while meeting competing deadlines.
- Proven ability to build collaborative relationships with executive leadership, technical staff, scientists, engineers, and external stakeholders.
- Experience coordinating executive meetings, technical reviews, conferences, workshops, and mission-related events.
- Experience managing domestic and international travel utilizing Federal travel regulations.
- Strong attention to detail with the ability to review technical and executive documentation for quality, consistency, and compliance.
- Demonstrated initiative with the ability to anticipate organizational needs and recommend practical solutions.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, Excel, Word, PowerPoint, SharePoint, and Adobe Acrobat.
- Experience with NASA administrative systems such as CGE, HATS, STAR, NCTS, EVAMS, PAM, or similar enterprise systems is preferred.
- Ability to exercise sound judgment while handling sensitive, confidential, and pre-decisional information.
- Must meet NASA suitability requirements.
- Some travel may be required.
- Experience supporting Federal programs, scientific organizations, aerospace programs, research initiatives, or technical mission environments is highly desirable.
Education & Experience- Bachelor's degree plus eight (8) years of related professional experience; or
- Eleven (11) years of related professional experience in lieu of a degree.
Location- 3-4 days onsite
- NASA Headquarters - 300 E Street SW, Washington, DC
We invest in the lives of our employees, both in and out of the workplace, by providing competitive pay and benefits packages. Benefits offered may include health care, dental, vision, life insurance; 401(k); education assistance; paid time off including PTO, holidays, and any other paid leave required by law. The salary offered will depend on several factors including, but not limited to, relevant experience, skills, education, geographic location, internal equity, business needs, and other factors permitted by law. Posted pay ranges are a general guideline only and are not a guarantee of compensation or salary.
