Program Support Specialist

Responsible for providing programmatic support to the Facilities Engineering, Operations and Maintenance – Europe program and to the project leaders, engineers, and other staff members within the program.  This position is located in Wiesbaden, Germany and supports leader and staff efforts in conducting Program and Project Administration, Resource Scheduling & Staffing, Procurement, Contract Management, Technical Solutions & Innovations, Client Management & Communications, and Development of Leadership & Talent.  Level 2 for this position indicates an intermediate proficiency in providing program support and the position will be under the supervision of the Program Manager.

• Collaborate with Program and Project Management on matters of business and contractual nature, such as preparation and monitoring of project deliverables; preparation and monitoring and project reporting; and addressing performance and/or funding issues.
• Perform responsibilities as focal point for ongoing issue resolution, including commercial and federal compliance (terms and conditions), acceptance, and payment issues.
• Organize meetings and assist in preparation of briefs, plans, spreadsheets, and other materials. Document, accurately capture, and disseminate information from meetings, conversations, and presentations.
• Maintain documentation including contract repositories, ensuring compliance with contract requirements. Complete and track project deliverables such as inventory reports, quality assurance test forms, daily status reports, and disposition reports.
• Develop and maintain tracking lists for contract management to be used during compliance reviews of scope, schedule, and budget performance requirements.
• Dispatch technicians and testing systems to projects within the program to ensure proper trouble resolution in accordance with contract performance work standards.
• Manage the preparation of, submittal of, and tracking of documentation for employee security clearances, access badges, Technical Expert Status Accreditation (TESA), German Work Permits, BACO-90s (Requests for Confirmation of Exemption from the Requirement to Obtain a Work Permit), technical certifications, and visit requests to project sites.
• Assist with basic vehicle fleet management, including ordering/tracking toll passes, gas cards, registration cards, insurance cards, and periodic vehicle maintenance and inspections.
• Build and expand upon existing procurement operational processes to meet program and project goals. Manage and track the lifecycle of material procurements.
• Maintain relationships with vendors and assist management with answering questions during the establishment of new partnerships or maintenance of existing partnerships.
• Coordinate the assignment of and track project numbers and cost codes in corporate management and financial systems.
• Coordinate for establishment of user accounts in both corporate and customer systems. Maintain and safeguard user permission groups.  Obtain relevant training or develop training to provide to both employees and, where merited, customers
• Design, create, lay out, and produce documentation, including information sheets, reference guides, briefs, and presentations.
• Write, edit, and proofread contract materials in response to client requests and requirements while meeting established schedules and deadlines.
• Convey complex information and concepts in appropriate fashion to audiences with different levels of technical knowledge.

• High School Diploma/GED with 8+ years of experience
• Associate's Degree with 6+ years of experience
• Bachelor's Degree with 4+ years of experience
• Experience in professional writing, editing, and document production required.
• Excellent organizational skills and ability to work well under pressure; managing numerous interruptions.
• Accuracy and attention to detail.
• Ability to work independently and resolve practical problems.
• Must be an effective communicator with excellent written and oral communication skills.
• Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone and in writing.
• Must have strong multitasking skills.
• Must have strong computer skills in word processing, spreadsheets, databases, and interaction with customer portals and advanced knowledge of MS Office Suite.
• Experience authoring responses to statements of work, staffing plans, past performance sections, management plans, and executive summaries.

• A competitive salary
• Medical, dental, vision, life, and disability insurance
• Paid time off
• Tuition reimbursement
• 401k Retirement Plan
• Military Reserve pay offset
• Paid maternity leave

Abilities:

• Exposure to computer screens for an extended period of time.
• Sitting for extended periods of time.
• Reach by extending hands or arms in any direction.
• Have finger dexterity in order to manipulate objects with fingers rather than whole hands or arms, for example, using a keyboard.
• Listen to and understand information and ideas presented through spoken words and sentences.
• Communicate information and ideas in speaking so others will understand.
• Read and understand information and ideas presented in writing.
• Apply general rules to specific problems to produce answers that make sense.
• Identify and understand the speech of another person.