Program Support Specialist

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Program Support Specialist

The Program Support Specialist plays a critical role in supporting the Program Managers by performing key administrative and operational tasks. This position ensures program efficiency by managing work orders, processing requisitions and invoices, maintaining program schedules, preparing key metrics and reports, and assisting the Program Managers with other programmatic functions.

Essential Duties and Responsibilities

• Administrative Support:
• Assist the Program Managers with day-to-day administrative tasks, ensuring all program activities align with objectives.
• Prepare and maintain documentation, including work orders, purchase requisitions, customer orders, budgets and customer communications.
• Utilize ERP / MRP software to set up and maintain MLNs, work orders, and other project data.
• Ensure projects are set up correctly in the dashboard as well as maintain the dashboards with proper notes and documentation of changes.
• Ensure data accuracy and consistency across all systems by reviewing and validating entries.

• Work Orders and Requisitions:
• Set up and manage work orders and purchase orders in coordination with Program Manager, ensuring proper tracking, and execution.
• Analyze patterns and procurement data to identify discrepancies, closings, extensions and cost-saving opportunities.
• Process requisitions and purchase orders (POs), validating accuracy and compliance with budgets with specificity towards ODA Unit Members (UMs) and other outside engineering services

• Invoicing and Financial Oversight:
• Monitor program budgets, tracking labor, third-party engineering / UM support, and other project costs for accuracy and reporting.
• Identify budget trends and provide accurate forecast for inputs to overall project.
• Identify risks that could cause the project to financially underrun or overrun and inform/make recommendations to program manager.
• Create invoices and support the invoicing process by validating data, providing cost breakdowns, ensure timely submissions, and reconciling discrepancies.

• Schedule and Metrics Management:
• Assist in updating program schedules, tracking milestones and deliverables to keep projects on track.
• Collect, check, and maintain program data to drive accurate performance metrics and dashboards.
• Pull, maintain and analyze performance to budget (PTB) data, and commercial summaries to support accurate PMR and customer reporting.
• Create and maintain quarterly reports using work order data to track program efforts and bandwidth.

• Vendor and Customer Coordination:
• Liaise with vendors to ensure timely delivery of materials and services.
• Track vendor cost to support evaluation and decision making.
• Support customer interactions by maintaining accurate documentation and providing timely updates.

• Process and Quality Improvement:
• Identify and recommend process improvements to enhance program efficiency.

Ensure compliance with company policies and procedures in all administrative activities.

Complete initial / recurrent training requirements in a timely manner.

Other duties may be assigned.

Supervisory Responsibilities

• None.

Additional Responsibilities

The individual employed in this position is expected to dress appropriately (determined by area in which their work is performed), report to work on time, have excellent work habits, and have a cooperative and positive attitude in the work setting; exhibits respect and professionalism when interacting with customers, and all employees; must adhere to company policies, procedures and safety standards.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skill, and / or ability required.

• High school diploma required; associates degree or higher preferred.
• 1 to 3 years' practical work experience in an administrative role

• Proactive attitude in driving process improvements and effectively managing resources/projects across multiple functions.
• Effective organizational skills including the ability to prioritize and plan work.
• Ability to build positive relationships and to maintain cross-functional partnerships.
• Effective written and verbal communication skills.
• Must be detail oriented with the ability to multi-task.
• Ability and willingness to work extended hours, when needed.

Language Skills

• Read, write, and understand the English language.

Certificates, Licenses, Registrations

• None.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Standard safety precautions are required in all areas where hazardous conditions exist.

Travel

• Occasional travel may be required; the employee filling this position must be willing to travel on short notice and possibly for extended periods.

Work Environment

• Standard office environment.
• Infrequent exposure to noise, smells, dust and fumes typically associated in an industrial manufacturing / aviation environment.
• Occasional, general proximity to several industrial hazards including electrical, mechanical and chemical.

Safety Statement

All employees have a responsibility to cooperate in promoting and maintaining a safe and healthy work environment, to take reasonable care of their own health and safety and to encourage the health and safety of all other team members.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. The job description does not constitute an employment contract and is subject to change as needed.