Project Coordinator / Administrative Analyst

CONTINGENT UPON CONTRACT AWARD

Project Coordinator / Administrative Analyst

Transportation Security Administration's Intermodal Security Training and Exercise Program (TSA I-STEP) Support Services

Location: Remote

Position Type: Full-Time

Security Requirement: Public Trust

Work Location / Travel: Remote environment with required availability for TSA Headquarters (Springfield, VA) meetings and CONUS exercise deployments.

Summary:

The Project Coordinator / Administrative Analyst provides project coordination, administrative, scheduling, documentation, logistics, data-management, and exercise-support services to the TSA I-STEP program and assigned exercise teams.

The position helps translate exercise plans into coordinated and executable activities by maintaining schedules and action trackers, organizing meetings, communicating with stakeholders, preparing and distributing materials, coordinating registration and logistics, capturing meeting information, managing records, monitoring milestones, and supporting exercise execution and post-exercise reporting.

The Project Coordinator / Administrative Analyst must be available to attend in-person meetings, planning sessions, briefings, program reviews, and other engagements held at TSA Headquarters, as required, and must be available to travel to exercise locations throughout CONUS to provide onsite administrative, coordination, logistics, documentation, and exercise support.

Duties:

Project and Schedule Coordination

• Support the Program Manager and Exercise Lead in planning, organizing, scheduling, tracking, and executing multiple transportation-security exercise projects.
• Develop and maintain detailed project schedules, milestone trackers, action-item logs, meeting calendars, contact lists, and related project-management tools.
• Track due dates, dependencies, assignments, approvals, outstanding actions, risks, and project status.
• Support maintenance of the I-STEP Integrated Master Exercise Schedule.
• Monitor progress against scheduled milestones and identify potential schedule conflicts or delays.
• Elevate issues requiring management attention.
• Coordinate planning activities across multiple exercises and stakeholder organizations.

Meeting Administration and Planning Support

• Schedule HSEEP planning meetings, project meetings, rehearsals, briefings, and other program engagements.
• Prepare and distribute:
  
  
  
  • meeting invitations
  • agendas
  • read-ahead packages
  • presentations
  • background materials
  • draft exercise products
  • meeting instructions
  
  
  
  
• Take accurate meeting notes.
• Document decisions, action items, responsible parties, due dates, and unresolved issues.
• Prepare and distribute meeting minutes.
• Maintain attendance records, sign-in sheets, participant rosters, planning-team contact lists, and distribution lists.
• Coordinate virtual meeting platforms, conference-room requirements, communications information, and administrative support.

Stakeholder Coordination

• Coordinate communications with transportation operators and Federal, State, local, tribal, law enforcement, emergency-management, emergency-response, and other participating organizations.
• Maintain stakeholder databases and exercise distribution lists.
• Track stakeholder invitations, responses, participation status, requested information, assignments, and attendance.
• Conduct follow-up regarding outstanding documents, action items, registration, meeting participation, logistics, and exercise requirements.
• Support stakeholder outreach and planning-team coordination under the direction of the Exercise Lead.

Exercise Documentation and Document Control

• Format, proofread, assemble, version-control, distribute, and archive exercise documentation.
• Support production and management of HSEEP products, including as applicable:
  
  
  
  • Situation Manuals
  • Exercise Plans
  • Facilitator Guides
  • Controller/Evaluator Handbooks
  • Master Scenario Events Lists
  • Exercise Evaluation Guides
  • participant feedback forms
  • presentations
  • meeting agendas and minutes
  • participant rosters
  • After-Action Reports
  • Executive Summaries
  
  
  
  
• Maintain organized electronic project files and document repositories.
• Manage review cycles, comments, approvals, document versions, and final publication.
• Support EXIS data entry and document upload as required.
• Ensure exercise products are professional, accurate, complete, properly formatted, and delivered within established deadlines.

Exercise Logistics

• Assist with venue research, site coordination, and exercise-location preparation.
• Coordinate room configurations, breakout rooms, audiovisual equipment, tables, chairs, signage, power, communications, internet access, and other venue requirements.
• Support participant registration and badging.
• Prepare table tents, name tags, participant packets, sign-in sheets, signage, and related materials.
• Coordinate production, transportation, and distribution of exercise supplies and materials.
• Develop exercise-day logistics checklists.
• Support onsite setup and teardown.
• Assist with equipment and materials accountability.
• Support coordination of exercise consumables, supplies, props, safety materials, and other resources.
• Support media/VIP logistics when required.
• Work with the Exercise Lead to ensure logistical issues are resolved before exercise conduct.

Exercise-Day Support

• Arrive sufficiently in advance of exercise conduct to assist with venue setup, registration, audiovisual checks, materials distribution, signage, and readiness activities.
• Provide administrative, logistics, coordination, and documentation support during exercise conduct.
• Support facilitators, controllers, evaluators, note-takers, simulation personnel, and exercise leadership as assigned.
• Track exercise activities, logistical issues, participant requirements, and emerging support needs.
• Collect participant feedback forms, attendance information, evaluator products, exercise notes, and other documentation following exercise conduct.

Post-Exercise and Analytical Support

• Compile notes, evaluator observations, participant feedback, attendance information, and exercise records following conduct.
• Support development and review of After-Action Reports, Executive Summaries, lessons learned, and best-practice products.
• Track improvement opportunities and corrective actions.
• Support post-exercise follow-up activities.
• Assist with project status reports, schedule reports, exercise reports, analytical reports, and briefing materials.
• Conduct basic qualitative and quantitative analysis of exercise and stakeholder information as assigned.
• Assist with development of charts, tables, dashboards, presentations, and graphical representations of project or exercise data.

TSA Headquarters and CONUS Support

• Attend and provide administrative and coordination support for meetings, briefings, program reviews, planning sessions, and other engagements held at TSA Headquarters, as required.
• Travel to exercise locations throughout CONUS to provide onsite project coordination and exercise support.
• Support onsite planning meetings, site visits, rehearsals, exercise setup and teardown, participant registration, exercise conduct, Hot Washes, After-Action Meetings, and associated activities.
• Provide onsite logistics, documentation, note-taking, materials management, and stakeholder-support functions.
• Maintain flexibility to support activities outside normal business hours when required by exercise schedules, operational needs, travel, or U.S. time-zone differences.

Requirements:

• Bachelor's degree in emergency management, homeland security, public administration, business administration, project management, communications, transportation, criminal justice, or a related discipline; relevant experience may substitute for education.
• 2-5 years of relevant project coordination, administrative analysis, government-contract support, exercise support, or emergency-management support experience.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and related collaboration tools.
• Experience scheduling meetings, preparing meeting materials, maintaining trackers, capturing meeting minutes, documenting action items, and managing project records.
• Strong writing, proofreading, formatting, organizational, and time-management skills.
• Ability to manage multiple concurrent priorities, projects, and deadlines.
• Ability to interact professionally with government officials, transportation-industry representatives, first responders, law-enforcement personnel, contractors, and senior leaders.
• Ability to meet TSA Public Trust and applicable personnel-security requirements.
• Ability and willingness to attend TSA Headquarters meetings and travel to CONUS exercise locations as required.

Preferred Knowledge, Skills, and Abilities

• Familiarity with HSEEP doctrine, terminology, and the exercise lifecycle.
• Experience supporting tabletop exercises, workshops, drills, functional exercises, or full-scale exercises.
• Experience supporting Federal Government programs or contracts.
• Familiarity with TSA, DHS, transportation security, homeland security, emergency management, critical infrastructure, or preparedness programs.
• Experience supporting or producing HSEEP exercise documentation.
• Experience with Microsoft Project, SharePoint, or comparable scheduling and document-management tools.
• Experience supporting participant registration, venue logistics, conferences, workshops, or large exercises.
• Strong analytical skills and the ability to synthesize information from meeting notes, observations, surveys, evaluations, and exercise documentation.

US Citizenship required for this Position: Yes

Performance Location: Various

Relocation Assistance: No

Clearance Type: Public Trust

Travel Required: Yes - dependent upon event location

Applied Training Solutions, LLC is a leading simulations company providing innovative systems, products, and solutions to government and commercial customers.

Applied Training Solutions, LLC is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. U.S. Citizenship is required for most positions.