Program Support Specialist

Job Title: Program Support Specialist

Location: San Jose, CA (Onsite)

Duration: Long Term contract

Description

Program Support Associate will provide program coordination, project tracking, administrative support, and operational assistance for technical and business initiatives. This position requires a highly organized professional with strong communication skills, sound judgment, and the ability to manage multiple priorities in a structured and timely manner. The successful candidate will support technical teams, program leads, and security leadership by maintaining project documentation, tracking action items, preparing reports on status and rates of completion, coordinating meetings, and ensuring that program activities are accurately documented and appropriately managed. This role requires familiarity with project management and service management platforms, including ServiceNow, Jira, and related tools.

Key Responsibilities

Program and Project Support

• Coordinate project activities, timelines, milestones, deliverables, and follow-up items across assigned programs.

• Maintain project schedules, status trackers, action item logs, issue logs, meeting notes, and related documentation.

• Support technical teams and stakeholders by ensuring tasks, requests, and dependencies are properly tracked and communicated.

• Assist in preparing project updates, status reports, presentations, and briefing materials for management review.

• Monitor deadlines and outstanding items to support timely completion of program objectives.

• Help identify administrative or process-related issues that may affect project execution.

Administrative Support

• Provide administrative support to technical, program, and leadership teams.

• Schedule meetings, prepare agendas, record meeting minutes, and track follow-up actions.

• Organize and maintain program records, shared files, reports, and documentation repositories.

• Assist with internal communications, documentation requests, onboarding support, access requests, and other operational needs.

• Handle confidential or sensitive information with discretion and professionalism.

• Support coordination with internal departments, external partners, vendors, and other stakeholders as needed.

Systems and Tools

• Use ServiceNow to support request tracking, ticket monitoring, workflow updates, and related reporting.

• Use Jira or comparable project management tools to track tasks, issues, technical workstreams, and project progress.

• Maintain accurate and current information in project management, ticketing, and reporting systems.

• Prepare and update documents, spreadsheets, presentations, dashboards, and reports using Microsoft Office applications.

• Support the use of Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and other collaboration tools.

• Learn and use additional business, technical, or project management systems as required.

Communication and Documentation

• Draft clear, professional written communications, reports, summaries, procedures, and project documentation.

• Communicate effectively with technical and non-technical audiences.

• Assist in translating technical updates into clear business-level summaries.

• Coordinate communications among stakeholders to ensure alignment on priorities, deadlines, and deliverables.

• Provide basic Korean-language communication support when business needs require it.

Requirements

• Project Management Professional certification preferred.

• Candidates who do not currently hold a PMP certification must be willing and able to obtain certification within six months of hire, if required by the organization.

• Prior experience supporting technical programs, IT operations, software development teams, enterprise service management, or business operations.

• Experience preparing management reports, executive summaries, presentations, and formal business documentation.

• Strong writing skills, including the ability to prepare clear procedures, summaries, correspondence, and project materials.

• Experience working in a bilingual, multicultural, or international business environment.

• Working knowledge of project management practices, including Agile, Waterfall, or hybrid delivery approaches.

• Intermediate to high level Korean-language communication ability (written and spoken).

Required Competencies

• Program coordination

• Administrative accuracy

• Time management

• Written communication

• Stakeholder coordination

• Meeting and documentation support

• Task and issue tracking

• Process discipline

• Confidentiality

• Professional judgment

• Cross-functional collaboration

• Adaptability

• Attention to detail