Program Administrator

Job Summary:
The Program Administrator (PA) provides project and contract administrative services in support of the projects within the Division of Managed Services and Infrastructure Support Programs. Activities across the spectrum of project operations with a goal of ensuring the contracts are provided the support required to meet all requirements and deliverables. Assist project and corporate leadership with contract administration, time reporting on select contracts, security onboarding, sub-contractor time and cost tracking, sub-contractor invoice reviews, project deliverables tracking, and reporting and tracking of all project related tasks. This position includes a variety of management, contract administration, clerical, security, administrative and records management functions and ensures compliance with periodic internal and external reporting requirements.

Responsibilities:

  • Create and update necessary tracking system(s) to ensure that project and/or program status is maintained with complete accuracy, including third party management systems
  • Create and distribute correspondence relevant to the team, project or program (internal and external)
  • Track and review deliverables for completeness and adherence to contract delivery date(s)
  • Assist with administrative preparation for various meetings to include documentation of minutes and coordination with attendees
  • Assist with recruitment for open positions within the Division in accordance with TELESIS policies and procedures
  • Communicate all issues to management prior to reaching critical status
  • Conduct research to support opportunity pursuits (using betaSAM, GovWin, etc.)
  • Maintain accurate and complete files via SharePoint for projects and programs
  • Provide ad hoc reports as requested
  • Track and manage employee leave requests and leave balance(s)
  • Review, reconcile and/or approve employee timesheets for multiple contracts
  • Review, reconcile and/or approve invoices for multiple contracts
  • Monitor and verify subcontracts contractual funding commensurate with planned hours and/or funding
  • Create, coordinate, and distribute Division's Quarterly Newsletter
  • Provide additional administrative and recruiting support (ex: sourcing, vetting and pre-onboarding) as required
  • Develop and maintain relationships with internal and external stakeholders
  • Monitor, review and recommend areas for financial/process/project/program improvements and efficiencies of current contracts
  • Other duties as assigned

Requirements: (Clearance/Citizenship)

  • Proficient in Microsoft Office Suite (Excel, PowerPoint, Word, SharePoint, Teams, etc.)
  • Strong writing, communications and organizational skills
  • Consistent attention to detail in all tasks
  • Ability to safeguard sensitive personnel and contract information
  • Excellent time management and follow up skills

Experience:

  • At least 2 years of relevant experience

Minimum Education:

  • Associate's Degree (or equivalent work experience) preferred

Shift information:
8am – 5pm
Travel: None

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