Job description
The Evaluation Reviews & Meeting Support Specialist (Level 2) provides essential coordination and administrative support for evaluation reviews, peer assessments, and leadership meetings for the National Ocean Service (NOS) Management and Budget Office (MBO). This role is focused on facilitating evaluation processes, ensuring the quality of business processes, and coordinating internal/external meetings that drive strategic improvements within NOS. The candidate will be responsible for supporting both logistics and content preparation, ensuring successful evaluations and meetings that contribute to the mission of NOAA.
Evaluation Coordination:
- Plan and Administer Evaluations: Support the planning, coordination, and administration of external peer evaluations and internal NOS program reviews to assess the performance, relevance, and quality of mission programs.
- Stakeholder Engagement: Act as the liaison between the NOS MBO, the office being reviewed, and evaluation panel members, ensuring clear communication and smooth coordination of activities.
- Panel Member Support: Train and guide panel members on evaluation protocols, review scopes, and meeting formats to ensure thorough and effective evaluations.
- Report Compilation: Assist in compiling evaluation results across NOS programs for leadership analysis and process improvement.
Meeting Support:
- Facilitate Leadership Meetings: Organize and support NOS leadership meetings, including scheduling, preparing agendas, coordinating participants, and managing logistics.
- Meeting Documentation: Synthesize meeting outcomes by taking notes, documenting key decisions, and tracking follow-up actions.
- Logistics and Coordination: Ensure seamless meeting execution by arranging necessary resources, such as audiovisual equipment, and providing remote or on-site support for participants.
- Content Preparation: Assist in gathering, summarizing, and distributing meeting materials, ensuring NOS leadership has clear and actionable insights prior to and after meetings.
Communication and Reporting:
- Risk and Feedback Reporting: Devise and support communication and reporting mechanisms with senior leadership, sharing feedback on risk analysis and process improvements derived from evaluation findings.
- Collaborative Synthesis: Work closely with subject matter experts (SMEs) to synthesize evaluation data into comprehensive reports and deliverables for NOS leadership.
Process Improvement:
- Data-Driven Analysis: Assist in analyzing NOS-wide evaluation results, contributing to process improvement plans to enhance organizational efficiency and performance.
- Continuous Improvement: Identify and propose methods to improve evaluation and review processes, ensuring alignment with best practices in program evaluation and performance management.
Inclusive Evaluation Methodologies:
- Apply DEIA-focused methodologies to evaluation reviews by ensuring a broad range of stakeholder inputs, particularly from underrepresented communities and NOS employees. This will include developing DEIA training materials to ensure that all staff understand and apply inclusive evaluation protocols.
Collaboration & Data Visualization:
- Collaborate with leadership to present evaluation results using data dashboards that highlight DEIA metrics and progress. You will support efforts to create an inclusive culture where diverse perspectives contribute to continuous organizational improvement.
Education:
- Bachelor’s degree in business administration, public administration, human resources, or a related field.
Experience:
- Minimum of 3 years of experience in administrative or program support roles, with a focus on meeting facilitation, coordination, and evaluation processes.
- Experience supporting leadership or executive-level meetings, preferably in a federal or public sector environment.
- Familiarity with qualitative and quantitative evaluation techniques.
Technical Skills:
- Proficiency with MS Office Suite (Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams, etc.).
- Experience with scheduling and coordinating multiple stakeholders in fast-paced environments.
- Ability to synthesize large amounts of data into concise reports and presentations.
Communication:
- Excellent verbal and written communication skills with experience preparing meeting summaries and evaluation reports.
- Ability to clearly communicate evaluation protocols and meeting outcomes to diverse audiences.
Preferred Qualifications:
- Knowledge of NOAA’s evaluation processes, strategic initiatives, and project performance management practices.
- Experience working in program evaluation, process improvement, or business operations within the federal government.
- Experience with tools for project management, such as SharePoint, Google Workspace, or other collaborative platforms.
- Certification in project management or meeting facilitation (e.g., CAPM, PMP).
Key Competencies:
- Organizational Skills: Strong attention to detail with the ability to organize complex evaluations and meetings, ensuring all logistical and content-related elements are in place.
- Collaboration: Ability to work cross-functionally with internal teams and external partners, creating a cohesive evaluation process and delivering clear, actionable feedback.
- Time Management: Capable of managing multiple evaluations and meetings concurrently, adhering to deadlines, and delivering high-quality results.
- Problem-Solving: Able to quickly identify challenges or risks in the evaluation process and propose solutions to mitigate them.
- Adaptability: Flexibility to handle a dynamic work environment and adjust to changing priorities and needs of NOS leadership.
Work Environment:
DEIA & Continuous Improvement Focus: In this role, you will actively support DEIA-focused evaluation reviews, ensuring that all feedback and improvement initiatives promote inclusivity and accessibility. This role contributes to creating an organizational culture of equity by uplifting diverse voices, including underrepresented communities and employees, and ensuring that wellness and career development are integral parts of evaluation processes. Primary work location is NOAA’s NOS facility in Silver Spring, MD. Telework is allowed on a limited basis, subject to approval.
Occasional travel may be required for evaluation meetings or stakeholder engagement.
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (401k, IRA)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Short Term & Long Term Disability
- Training & Development
