Program Manager

Description

T3W Business Solutions, Inc. is a Woman-Owned Small Business with Headquarters located in San Diego, CA. It is our mission to help our clients develop strategies to optimize their use of space and resources resulting in maximum benefits; we also deliver quality data and analysis to support our clients’ daily facility operations, planning, and compliance programs. We are looking for a Program Manager in Arlington, Virginia.

POSITION SUMMARY

Provide the Air Force Office of Scientific Research (AFOSR) administrative support (Administrative Services, Executive Administrative Support, Management Support) to assist in accomplishing the office mission for existing and planned programs. 

RESPONSIBILITIES

Administrative

• Provide administrative support to include collecting/compiling/documenting/distributing input for quarterly and annual reviews, site visits, and other events.
• Assist in administrative and logistical preparation and execution of successful AFOSR reviews and workshops. Tasks may include meeting set-up (physical and virtual), agenda preparation, coordination of speakers, preparation of invitational travel orders, agenda tracking, notes taking, preparation of meeting minutes, and tracking of action items.
• Prepare AFOSR investment packages within AFOSR’s business management system(s), including but not limited to commercial solutions such as Microsoft SharePoint and AFOSR’s internally developed “Pega” database system, in      accordance with existing guidance to include:
  • identifying and collecting required documents from the applicable PO or PC, other AFOSR divisions, and/or external research institutions
  • uploading documents into AFOSR’s business management system(s); and
  • verifying funds availability based on provided approved budgets
  • reviewing administrative completeness of the investment package against established policies and forward for management approval

Management

• Monitor AFOSR investment package and portfolio schedules and budgets against established timelines and execution plans to ensure timely execution of AFOSR investment actions.
• Contact appropriate Point of Contact (POC) for a status update of any portion of an investment package that is late according to established timelines.
• Provide a Grant Status Tracking report monthly on investment packages.
• Attend periodic progress meetings as requested to provide status of investment packages, assigned tasks, and other issues.
• Coordinate technical inputs from applicable AFOSR personnel on assigned taskers/drills/exercises and provide response according to requested format (examples include, but are not limited to memos, spreadsheets, and/or presentations) and deadline provided at time of tasking.
• Review accuracy of metric and budget data of external systems of record, such as, but not limited to, Comprehensive Capital Analysis and Review (CCaR) and the Commander’s Resource Integration System (CRIS) (or replacement systems) against internal AFOSR business systems, briefs, and other documents created by various AFOSR divisions.
• Maintain and organize electronic files within AFOSR’s existing shared storage drives.

Executive Administrative Support

• Receptionist responsibilities including answering the phone, taking messages, routing messages appropriately, sending and receiving of FAXs, making photocopies, scanning documents, and administrative tasks.
• Perform administrative review and proof reading of documents and briefings for proper spelling, format, and grammar, against provided templates. This includes but is not limited to memos, materials for public release, agendas, planning documents, and other documents.
• Coordinate and assist in execution of meetings, workshops, and events (in-person, virtual, or hybrid) with both internal and external participants, to include but not limited to scheduling, creating and distributing agendas, collecting briefings and documents from participants, invitational travel orders, set-up, hosting (shall be on- site support for in-person and hybrid events), escorting external visitors, meeting material preparation and distribution, note taking, meeting minute preparation, and tracking of action items.
• Manage shared calendars and Leadership personal calendars to deconflict meetings and maintain Leadership awareness of important internal and external events.
• Manage group email accounts and distribution groups to maintain communication across AFOSR Offices. Route tasks and action items received in group email accounts to the appropriate person for action and track applicable suspense dates.
• Provide Defense Travel System (DTS) authorization and voucher Non-DTS Entry Agent (NDEA) support, to include:
  • create travel authorization and/or vouchers for AFOSR personnel in accordance with the Joint Travel Regulations (JTR)
  • create invitational travel authorizations for external personnel when AFOSR has agreed to fund the travel, draft necessary approval memo and route according to AFOSR’s existing procedures
  • track approved travel and notify appropriate management of the AFOSR office funding the travel (via email) when a voucher has not been submitted with five (5) days following the end of travel

Requirements

• Minimum BA or BS degree 
• 5 years of experience
• Proven record of accomplishment with effectively organizing, directing, and managing administrative teams in support of a client
• Ability to effectively communicate at senior levels within a customer organization
• Instantiate and maintain a team commitment to process execution and improvement, quality assurance and control, and exceptional customer service
• Must be able to obtain a Common Access Card-Required

PREFERRED

• DoD Acquisition Professional Development Program (APDP) Level I Program Management Certification or equivalent
• Knowledge of Microsoft Office and Web-based products, Adobe Acrobat, Tableau

This contractor and subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.