Program Administrator

Job Description

Job Description

Purpose
Provide program, data, administrative, and maintenance-and-repair coordination support so BPAM facility teams can track work in systems of record, keep contract and funding files current, support meetings, and keep day-to-day operations moving.
 
Minimum qualifications

• Bachelor’s degree or equivalent 
• Office management and data-analytics experience desired 
• Education requirements may be offset by additional relevant experience on a case-by-case basis with Government client and COR approval 
• Resume must be submitted and approved by the COR and Government client before start

• Experience supporting federal facility or program offices 
• Microsoft Office proficiency (Word, Excel, PowerPoint) required per SOW 
• Experience with SharePoint, SAP, and TRIRIGA (or successor systems) 
• Experience with purchase-card logs, inventory of received items, document routing, and report generation 
• Strong organization, data-quality, and customer-service skills

• Facilitation and meeting preparation
  • Serve as facilitator for meetings and ad-hoc projects. 
  • Set agendas, manage to the agenda, control the meeting environment, track action items, distribute meeting minutes, and keep stakeholders current on status and next steps. 
  • Support planning and execution of meetings and working sessions with stated goals/objectives and actionable outcomes. 
  • Deliver meeting minutes within two working days when assigned.
• Sector mission support
  • Data management: Track and report data in Government systems of record (TRIRIGA or successor). Report data associated with task management, work plans/elements/activities, and projects in a timely and accurate manner. Report data quality to the Government no less than monthly and help develop a quality-control process. 
  • Mission support: Assist the Facility and Infrastructure Manager, Facility Operations Manager, Project Manager, COR, and/or Facility Operations Specialist with contract-related tasks such as organizing contract files and coordinating with the Financial Management Branch on payments and available balance. 
  • Maintain purchase logs for government credit cards (PCDs). 
  • Assist with research on equipment and vendors. 
  • Track available funding and complete inventory of received items for the facilities group. 
  • Create reports and QA/QC documents; maintain physical and electronic files; provide administrative support as needed. 
  • Support documentation and data requirements of the facilities branch using Microsoft SharePoint, SAP, and TRIRIGA (or replacements). 
  • Load completed routed documents into the appropriate system, prepare documents for signature, and run system reports for management review and action. 
  • Perform word processing, electronic filing, travel booking via the approved federal travel system, and meeting coordination. 
  • Conduct cross-training for new contractor MSS positions within the PMO when requested by the Government client.
• Administrative support
  • Support day-to-day administrative requirements of assigned PMO/site leadership. 
  • Help triage requests and coordinate communications, tasks, travel, meetings, and other activities with other administrative staff. 
  • Field calls, receive and direct visitors, file, book travel, track action items to closure, and coordinate meeting logistics. 
  • Assist with agendas, information distribution, expense-report support, memoranda, cursory QC of incoming taskers, and document routing for review/approval/signature.  
  • Assist with training-related documentation, scheduling, and travel when requested. 
  • Support special projects such as research, documentation, and analysis as required.
• M&R Coordination and reporting
  • Prepare the monthly M&R Coordination report covering existing M&R project status, including cost, scope, modifications, percent complete, and logistics support status. 
  • Maintain data and contract information to support standard and ad-hoc Government reporting. 
  • Track and prepare documentation for task-order execution in the assigned area of responsibility. 
  • Track funding executed with federal purchase cards.