Program Coordinator

This position provides primary administrative and management support to the Division office and external customers by independently planning, performing, and coordinating necessary functions for efficient operation. You will provide recommendations on a wide range of administrative, financial, and program-related activities to the Division Office staff and State Department of Transportation (DOT) in delivering the Federal-aid highway program.

Qualifications:

To determine which grade(s) you are eligible for, review the following grade specific details.  You will be asked questions as part of your application but make sure to verify how you meet this experience and/or education in your resume and/or uploaded transcripts or you may be deemed ineligible. 

For the GS-07:

To qualify on Experience, you must have at least one year of experience equal or equivalent to the GS-05 grade level, which included performing work such as, or related to:

• Experience performing program support duties to an organization such as budget, coordinating with other organizations/offices, or monitoring administrative processes and functions.

Or, to qualify on Education, you must have at least 1 year of graduate-level education OR a Bachelor's degree with Superior Academic Achievement*. Transcript(s) are required for verification.

• *Superior Academic Achievement is based on (1) class standing, (2) grade-point average, or (3) honor society membership. (In order to be creditable under this provision, superior academic achievement must have been gained in a curriculum that is qualifying for the position to be filled.)
  • 1. Class standing -- Applicants must be in the upper third of the graduating class in the college, university, or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses.
  • 2. Grade-point average (G.P.A.) -- Applicants must have a grade-point average of: 3.0 or higher out of a possible 4.0 ("B" or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or 3.5 or higher out of a possible 4.0 ("B " or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum.

You can also qualify based on a combination of graduate level education and experience. This must be fully supported in your included resume and transcript(s).

For the GS-09:

To qualify on Experience, you must have at least one year of experience equal or equivalent to the GS-07 grade level, which included:

• Experience performing program support duties to an organization such as budget, coordinating with other organizations/offices, or monitoring administrative processes and functions; AND 
• Experience gathering data and providing recommendations to management or leadership on at least one of the programs such as: financial, program management & program analysis, civil rights, or emergency management.

Or, to qualify on Education, you must have at least 2 years of progressively higher level graduate education leading to a master's degree, or have been awarded a master's or equivalent graduate degree. Transcript(s) are required for verification.

You can also qualify based on a combination of graduate education and experience.  This must be fully supported in your included resume and transcripts.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will also be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas:

1. Administration and Management - Knowledge of planning, coordination, and execution of business functions, resource allocation, and production.
2. Planning and Evaluating - Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.
3. Effective Communication - Expresses information (both written and oral) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); presents concepts in a clear, concise, organized, and convincing manner for the intended audience; listens to others, attends to nonverbal cues, and responds appropriately.

For all types of consideration, experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social).  Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.  You will receive credit for all qualifying experience, including volunteer experience

Students enrolled in a qualifying degree program can apply if the anticipated graduation date is within six months of closing date of the announcement. Graduation transcript must be received before start date. Other applicants must meet all qualification requirements by the closing date of this announcement.

Responsibilities:

As a Program Coordinator, you will: 

• Provide administrative and management support to the Division Office. Participate in the risk assessment process and conduct activities in association with their program to facilitate mission accomplishments.
• Review, organize and submit Division Office policy and procedures for consideration by Division leadership in the following areas: mail distribution; official travel; management of electronic and paper records; procurement of office supplies, forms and equipment; replacement and disposal of equipment and furnishings; office interior changes; office communications; building maintenance and other matters affecting FHWA workspace; and GSA vehicle fleet inventory, maintenance and repair.
• Initiate the processing and tracking of employees' time and attendance using CASTLE. Ensure leave and telework hours are properly recorded in CASTLE. Report discrepancies and areas of concern to the supervisor.
• Advise travelers on appropriate documentation and lead times required for sponsored travel, domestic travel, foreign travel, premium class, carrier, expense allowance and leave request.
• Complete travel system authorization and voucher review and provide support as a travel arranger, reviewer, or fund certifier using approved agency applications (i.e., E2 Travel Solutions). Process invitational travelers to complete required forms for signature and approval and budget allocations within the required timeframe.
• Act as the Division Office's procurement official and government purchase cardholder ensuring that purchases comply with the Federal Acquisition Regulations, DOT guidance and any Division policies.

The ideal candidate is an individual with experience providing a wide range of program management and administrative support in a quality manner, with a strong customer service focus and the ability to facilitate communication among office staff, other offices, and various partners.