Project Support Specialist

Summary/Objective

The Project Support Specialist (PSS) provides administrative, operational, compliance, and project coordination support across multiple programs within the PMO. The position reports to and receives work assignments from the PMO Director, and assists the Senior Project Manager (SPM), Project Portfolio Supervisors (PPS), and Project Managers (PM) by serving as a centralized resource for tracking, coordination, administration, regulatory approval support, compliance management, documentation, and routine reporting. The role helps ensure assigned project activities remain organized, compliant, current, and on schedule while enabling the broader Project Management Team to focus on customer management, strategy, acquisition support, risk management, and cost, schedule, and performance execution.

Essential Functions

Project Management & Execution Support

• Support multiple SPMs, PPSs, and PMs across a portfolio of projects.
• Coordinate project startup, execution, transition, and closeout activities.
• Schedule and support project reviews, customer meetings, and working groups.
• Capture meeting minutes, maintain action and decision logs, and track follow-up activities.
• Support assigned workstreams, special projects, and PMO initiatives.

Security & Access Management

• Prepare, process, and maintain DD Form 254 documentation and contractor security records.
• Coordinate base access, flight line access, CAC issuance, badge requests, and NIPR/SIPR account activities.
• Track security-related actions through completion and escalate issues as needed.
• Maintain security documentation and compliance records.

Cybersecurity, Regulatory & Approval Coordination

• Assist with ATO, IATT, risk acceptance, FAA, spectrum authorization, and related approval packages.
• Coordinate the collection and submission of cybersecurity and compliance artifacts.
• Monitor approval milestones, renewal requirements, and regulatory deadlines.
• Maintain compliance records and approval status tracking across assigned programs.

Contract Administration Support

• Maintain contract deliverable schedules, reporting calendars, and project trackers.
• Support invoice tracking, forecasting activities, and resource planning inputs.
• Monitor contract modifications, KO coordination actions, and administrative requirements.
• Provide contract administration support as directed by project leadership.

PMO Process & Compliance Management

• Maintain organized, accurate, and current project documentation within approved repositories.
• Manage records, templates, SOPs, process guides, and configuration-controlled documents.
• Support audits, inspections, readiness reviews, and compliance assessments.
• Capture lessons learned and support continuous process improvement initiatives.

Stakeholder Coordination & Communications

• Coordinate meetings, reviews, customer engagements, and working groups.
• Develop agendas, briefing materials, read-ahead packages, and meeting documentation.
• Track action items and ensure timely follow-up and closure.
• Escalate risks, issues, dependencies, and blockers as appropriate.

Reporting, Metrics & Analytics

• Prepare weekly, monthly, and executive-level status reporting inputs.
• Track project health metrics, KPIs, compliance status, milestones, and open actions.
• Maintain data accuracy within PMO trackers and project management systems.
• Support leadership decision-making through reporting, analysis, and data management.

Business Operations & Proposal Support

• Maintain past performance repositories, transition materials, and project data libraries.
• Collect and organize technical, staffing, management, and program artifacts.
• Support proposal development, customer presentations, and executive reviews.
• Provide business operations and growth support activities as assigned.

Required Qualifications

• Associate degree in a related field or equivalent combination of education, training, and relevant experience.
• 2–5 years of experience in project coordination, project support, administrative support, program support, technical administration, operations support, or a related field.
• Strong organizational skills, attention to detail, follow-through, and ability to manage multiple priorities across multiple projects or workstreams.
• Ability to maintain accurate trackers, files, calendars, meeting notes, decision logs, records, and recurring reporting inputs.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office tools, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or equivalent collaboration platforms.
• Familiarity with project management tools, action-item tracking, meeting coordination, records management, and status reporting.
• Ability to coordinate across internal teams, technical stakeholders, contracting, security, administrative personnel, and customer-facing stakeholders.
• Ability and willingness to learn PMO, compliance, cybersecurity, security, contract administration, regulatory approval, and acquisition-support processes through on-the-job training.
• Ability to obtain and maintain required customer, base access, CAC eligibility, and security-related access requirements.

Preferred Qualifications

• Bachelor's degree in Business Administration, Project Management, Information Technology, Cybersecurity, Communications, Acquisition, Contract Management, or a related field.
• Experience supporting IT, communications, cyber, DoD technical environments, government contracts, PMO operations, acquisition support, or defense customer environments.
• Prior exposure to ATO/IATT, DD254, CAC, NIPR/SIPR, base access, risk acceptance, spectrum authorization, FAA coordination, contract modifications, KO coordination, or related technical documentation workflows.
• Experience maintaining project repositories, contract deliverables calendars, reporting schedules, compliance trackers, standard operating procedures, templates, process guides, or configuration-controlled documents.
• Experience supporting meetings, customer reviews, executive briefings, monthly program reviews, audits, readiness reviews, after-action reviews, or lessons learned activities.
• Recommended project management certification or training such as Certified Associate in Project Management, Scrum Master certification, Google Project Management Professional Certificate, PRINCE2 Foundation, Project+, Lean Six Sigma Yellow Belt, DIU Agile Acquisition Certification, or Project Management Essentials.
• Active or prior security clearance preferred if required by customer or contract scope.

Work Environment

• Ideal candidate lives near or is willing to relocate to assigned customer locations. Hybrid and/or remote opportunities will be considered based on PMO and customer support requirements.

Physical Demands

• Prolonged periods sitting at a desk and working on a computer.

Travel Required

• Varies depending upon location. Hybrid and/or remote personnel are expected to visit and meet at customer sites as required to execute responsibilities. Additional travel may be required to support project coordination, customer meetings, and PMO execution requirements.

Work Authorization/Security Clearance Requirements

• U.S. Citizen.
• Secret Clearance mandatory, if required by the contract or customer environment.
• Top Secret clearance preferred, if required by customer or contract scope.
• SCI eligibility preferred, if required by customer or contract scope.

Affirmative Action/EEO Statement

SBCC is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristics as outlined by federal, state, or local laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.