Program Management Assistant

IBSS is looking for a full-time Program Management Assistant professional to join our team. This position is seeking someone who has some initial experience in a professional business environment, preferably in the federal contracting space. This person will be responsible for supporting one of the company’s Program Manager’s with several aspects surrounding program management. This individual will work with the Proposal and Talent Acquisition teams on market research and other related talent finding duties during the bidding proposal process and newly awarded contracts within the federal government environment. Strong writing skills, interpersonal skills, communication skills, and the ability to learn quickly in a growing business environment are essential for this role. Adherence to schedule, polished communication, researching abilities, and work quality is paramount.

• Clerical duties such as organizing paperwork, tracking and reporting results.
• Interacting and maintaining contact with clients and parties involved via various communication channels
• Supporting the Program Manager with client support tasks, capture management activities, gathering data for proposals and researching as directed. 
• Working with the Program Manager on project delivery through applied standards and industry best practices to ensure the overall program goals are being achieved.
• Create and maintain program documentation, and spreadsheets. 
• Responsible for invoicing, documenting program financial data/formulas, and writing client facing documents. 
• Collaborate and effectively work within a team to ensure timely results.
• Review and/or research documents and collaborating information for the business.
• Develop concrete, detailed plans for projects, including the schedule, outlined duties, deliverables, identified goals/milestones, timeline and work breakdown for each project.
• Collaborate with various teams to develop plans and schedule meetings to present them to upper-level management before starting the project. 
• Ensures that solutions are well researched, planned, and documented. 
• Reporting action items and follow-up of outcomes expected to Program Manager and stakeholders. 
• Support the Program Manager with monthly management program review activities and duties as assigned. 
• Responsible for working with the proposal team to perform research activities relating to availability of qualified professionals in the market.  
• Assist in identifying highly skilled technical and non-technical professionals to fill potential positions for proposals in progress and already awarded contracts. 
• Work with Program Managers to devise a recruiting plan for the different projects that the PM manages. 
• Assist the Program Manager in creating position descriptions for possible awarded positions during the capture management stage of proposal bids. 
• Creatively source active and passive, high-quality talent; develop creative sourcing strategies for hard-to-fill positions, including direct sourcing and internet recruitment, leveraging industry networks, etc. 
• Work with the Talent Acquisition team in progressively building a pipeline of talented professionals for related contract opportunities in the future. 
• Research information for incumbent capture proposal opportunities as directed by the Program Manager. 
• Skillful ability to attract, negotiate and close talent with employment offers. 
• Document and report in IBSS’ applicant tracking system, JobVite.
• Screening and vetting of candidates via telephone, email, social media outlets, etc.
• Support the Program Manager in providing high-quality customer support to our valued clients.
• Assist the Program Manager in responding to proposals as instructed. 
• Other duties, tasks, and responsibilities as assigned by the Program Manager.  

Required Qualifications & Skills:

• 2+ years of experience working in a business environment.
• Some knowledge of project or program management, recruitment cycle, and incumbent capture opportunities within the federal space. 
• Positive attitude with a strong work ethic and solid organizational skills.
• Resourcefulness and the ability to think on your feet is imperative for this role.  
• Proficiency with MS Office applications especially; Excel and Word. 
• Excellent communication skills including; verbal, written and interpersonal. 
• Exhibits a strong commitment to confidentiality and professionalism. 
• Demonstrate initiative, sound judgement with a “can do” proactive attitude. 
• Superior researching skills.
• Ability to work independently, manage time effectively, and superior attention to detail. 
• Outstanding organizational and administrative skills.
• Ability to manage multiple competing priorities at any given time. 

• Bachelor’s degree in Natural Resources or related field. 
• Knowledge of the scientific community and how to attract talent in the following areas of natural resources, natural sciences, oceans, and coasts is preferred. 
• Prior knowledge or familiarity in the recruiting process for incumbent capture opportunities.

IBSS is a Woman-Owned, WBENC-certified and MBE/DBE-certified business. Since 1992, IBSS has provided specialized professional, scientific, technical, cybersecurity, IT, and software engineering solutions to the Federal sector. Our clients include the National Oceanic and Atmospheric Administration (NOAA), the Department of Defense (DoD), and the Department of Justice (DOJ). We are committed to serving our clients and employees by delivering service excellence, creating value through technology, and continually improving our skills, services, and processes. Moreover, we maintain an ISO 9001:2015 certification which allows us to optimize current industry best practices to enhance delivery outcomes for our clients.

IBSS offers a competitive benefits package including paid vacation, medical, dental, vision and prescription drug coverage with company-paid deductible, matching 401K plan, tuition/training reimbursement, and Flex-Spending (FSA)/Dependent Care Account (DCA) options.

IBSS is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by applicable law. Please submit requests for additional information and qualified resumes to: careers@ibsscorp.com