Program Manager | HUD | Administrative Services

Job Description

Job Description

Position Summary:

The Program Manager's primary responsibility will be to oversee the overall management and coordination of Administrative Service contracts and shall act as the government customer's central point of contact. The Program Manager will supervise all NE employees who are employed on assigned contracts. The Program Manager will be responsible for contract compliance as well as all federal and multi-state regulations including AbilityOne requirements. Excellent customer satisfaction must be attained, which could require regular visitation to multi-state locations for interaction with NE employees and government customers. PM will coordinate with Contracts Administrator, People and Culture Representatives, and other staff ensuring successful execution of assigned contracts. PM will assist the People and Culture representatives with the recruiting, selection, and hiring of contract employees.

The Program Manager will also assist Nobis Enterprises Management Team with the procurement, pricing, development of contracts, recruiting individuals with disabilities, conducting research, soliciting potential customers, assisting with data/proposals, and analyzing all requests for proposal for compatibility for persons with disabilities.

Essential Job Functions and Responsibilities:

• Under the direction of the Sr. Manager of Nobis Enterprises, the Program Manager is responsible for successful performance of all Administrative Services contracts by monitoring budget/expenses for assigned contracts, ensuring excellent quality performance, providing outstanding customer service, and assuring achievement of any other performance measurement goals established by the Sr. Director, Business Operations.
• Monitors all contract labor hours and costs to ensure cost effectiveness.
• Assists with recruiting individuals for assigned contracts in accordance with AbilityOne guidelines.
• Directly supervises Nobis Enterprises' Administrative Services employees and ensures that all sites are fully staffed at all times.
• Maintains proper employee ratios, documentation of disability, and assists the People & Culture Department for recruitment of new and/or replacement staff.
• Under the guidance of the People & Culture Department handles all disciplinary actions for NE administrative services contract employees.
• Conducts performance evaluations for administrative services contract employees. Establishes performance measurement goals under the direction and guidance of the Sr. Manager of Nobis Enterprises
• Ensures compliance of regulations and accreditations including AbilityOne, DOL, CARF, SourceAmerica, OSHA, and others as necessary. Assists the Sr. Manager of Nobis Enterprises and the People & Culture department with all audits involving such agencies.
• Provides outstanding customer service to all sites to ensure top quality service; trouble-shoots and problem-solves contract concerns when/where needed. Respond to emergencies when they arise. Maintain at least weekly contact (email, phone, etc.) with all employees; and regular contact with government management staff.
• Performs on-site visitation to contract sites on an as needed basis to maintain good working relationships with personnel and contract staff to promote quality and efficiency. May require travel to cover contract sites nationwide, with expected travel being approximately 10% but could vary as needs arise.
• Coordinate and/or conducts quarterly employee meetings with multi-state locations in order to develop inclusion with all team members located across the country. Virtual meetings may be held via video or phone conferencing. Otherwise, actual meetings may be incorporated with site visit.

• Conducts frequent training sessions with all employees to include contract compliance, AbilityOne, safety, P & C required sessions, job training, employee orientation, etc. Virtual meetings may be held via telephone conferencing, video conferencing or other such media.
• Works with P & C Department to assist AbilityOne employees with employee concerns, work behaviors, performance issues, etc.
• In consultation with the P&C Department and/or the Programs Department, provides input for case notes as needed for AbilityOne personnel.
• Ensures compliance with AbilityOne requirements, direct-labor ratios, and ensures that appropriate disability documentation has been secured.
• Serves as a goodwill ambassador to all government agencies and stays aware of new contract opportunities sharing with the Sr. Manager of Nobis Enterprises as possibilities are identified.
• Attends various meetings internally/externally as required.
• Prepares reports as required by Sr. Manager of Nobis Enterprises Operations and government contracts.

Required Experience:

Education

Bachelor's degree in business or related field preferred. Direct job experience may be substituted for highly qualified candidates.

Special Knowledge or Skills

• Requires strong background in project management, contracts management, personnel management, business operations, and excellent customer service skills.
• Commands above average computer skills in Microsoft Office; ability to conduct virtual meetings, preparation of training materials, presentations, budget documents, etc.
• Excellent interpersonal and customer service abilities to interact with a diverse group of employees and contract personnel on a national level.

Prior Experience Desirable

• 3 years of government contract project management experience to include supervision of 15 or more employees located in multiple sites.
• 3 years in customer service, contract management and employee relations.
• Experience in pricing, purchasing, and contract negotiations is desired.
• JWOD requirements and DOL commensurate wage rules experience desired.
• Knowledge of federal and state employment laws.

Qualifications

• Mission driven, guided by core values and a pleasure to work with.
• Ability to be trusted with confidential information.
• A calming influence.
• Must pass drug screen and background check.
• Eligibility to work in the United States.
• Pass all government required background checks.

Core Competencies :

Ethics & Integrity: Earns others' trust and respect through consistent honesty and professionalism in all interactions.

Enforcing Laws/Rules, & Regulations: Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Decision Making & Judgment: Makes timely, informed decisions that take into account the facts, goals, constraints, and risks.

Relationship Building: Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.

Listening: Understands and learns from what others say.

Providing Consultation: Partners with clients to identify and resolve complex or sensitive issues.

Coaching & Mentoring: Enables co-workers to grow and succeed through feedback, instruction, and encouragement.

Contacts Inside/Outside Personnel :

INSIDE

Interacts with persons with disabilities, Rehabilitation Department, People & Culture Department, all Tommy Nobis Center employees, and consumers of service.

OUTSIDE

Government contractors, vendors, customers, auditors

Special Skills/Abilities:

Interpersonal

High level of interpersonal skills required to develop and maintain effective working relationship with staff, participants, other agencies, and professionals. Strong customer service skills.

Written Communications

Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals and agencies.

Analytical

Ability to analyze data and develop strategies to overcome obstacles and problems.

Oral Communications

Ability to communicate, problem solve and respond to government contracting officers.

Leadership

Strong leadership qualities required to assist with daily operations of Nobis Enterprises.

Organizational

Strong organizational skills needed to prioritize all aspects of workload.

Problem-Solving

Ability to problem-solve various issues at off-site locations.

Equipment

Personal computer, printer, copier, fax machine, adding machine, and telephone.

Other Qualifications or Requirements:

Mental Effort

Ability to set priorities; coordinate functions of Nobis Enterprises.

Physical Requirements

Office environment and rigorous travel schedule may require luggage handling, use of airplanes, trains, buses, and automobiles.

Visual Effort

Well-lighted office environment requiring average amount of visual effort.

Safety

• Follows all prescribed safety regulations to reduce or eliminate accidents.
• Understanding of OSHA safety requirements.
• Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
• Immediately report circumstances you consider may present a hazard to yourself and others.
• Report any accident whether minor or major.

Scope of Position:

Supervises Administrative Services employees.

Declaration:

This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change at any time.

Work Environment:

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.