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Description
The Deputy Program Manager (DPM) supports the Program Manager in the overall management, coordination, and execution of the Overseas Training Facilities Management (OTFM) contract and its associated task orders supporting the U.S. Department of State. The DPM plays a key role in managing daily program operations, coordinating personnel and subcontractor activities, monitoring contract performance, and ensuring timely execution of contractual requirements across multiple international locations. Working closely with the PM, the DPM serves as a primary point of coordination between the Program Management Office (PMO), government stakeholders, corporate support departments, subcontractors, and in-country personnel. The position requires a proactive, solutions-oriented individual capable of managing multiple priorities, addressing operational challenges, and supporting mission requirements in a dynamic international environment. The DPM reports directly to the PM and is authorized to act on behalf of the PM during periods of absence, within established company policies and delegated authority.
Primary Responsibilities
- Program Management and Operations
- Assist the PM in the daily management and execution of the OTFM contract and subordinate task orders.
- Coordinate and oversee program activities across multiple international locations, ensuring operational requirements and contractual deliverables are met.
- Serve as the PM's primary backup and assume delegated program management responsibilities during PM absences.
- Monitor ongoing program activities, identify potential challenges, and recommend practical solutions to maintain mission continuity.
- Coordinate with ATA Program Managers, Regional Program Managers (RPMs), Government Technical Monitors (GTMs), and other government representatives as directed by the PM.
- Support the development and implementation of program policies, procedures, and operational improvements.
- Maintain awareness of country-specific requirements, operational constraints, and emerging program needs.
- Support the PM in prioritizing resources, personnel, and operational activities to meet client requirements.
- Contract Administration and Compliance
- Assist in managing contract requirements, task orders, modifications, contract line item numbers (CLINs), and associated deliverables.
- Monitor contract performance to ensure compliance with applicable contractual requirements, company policies, and government regulations.
- Coordinate with the Contracting Officer (CO), Contracting Officer's Representative (COR), and other authorized government representatives as directed by the PM.
- Organize, prepare, and maintain contract documentation, reports, correspondence, and deliverable submissions.
- Assist in tracking contract periods of performance (POP), funding limitations, option-year transitions, and contract closeout activities.
- Support preparation and review of statements of work (SOWs), requests for quotes (RFQs), procurement documentation, and contract modification requests.
- Coordinate with corporate contracts, procurement, finance, and legal departments to ensure appropriate contract administration and compliance.
- Identify and elevate potential contractual risks or performance concerns to the PM.
- Financial Management and Procurement Support
- Assist the PM in monitoring program budgets, expenditures, funding availability, and financial performance.
- Coordinate with finance and procurement personnel regarding purchase orders (POs), subcontractor invoices, vendor payments, and other program expenses.
- Support the development of cost estimates, rough orders of magnitude (ROMs), and pricing for new or modified requirements.
- Track program expenditures against authorized funding and identify potential funding shortfalls.
- Assist in reviewing subcontractor pricing, procurement requirements, and supporting documentation.
- Coordinate travel-related expenses, logistical support costs, and other direct costs (ODCs) associated with contract performance.
- Support monthly invoicing and verification of completed contract deliverables.
- Assist the PM with financial reporting, budget forecasting, and contract funding requests.
- Personnel Management, Human Resources, and Recruiting
- Coordinate with corporate Human Resources (HR) and recruiting departments to support staffing requirements across the OTFM program.
- Maintain and update personnel rosters, staffing reports, and position status tracking, including vacancies, new hires, resignations, terminations, and position changes.
- Coordinate recruiting activities, candidate evaluations, and preliminary interviews as required.
- Support employee onboarding, orientation, and coordination with government representatives.
- Assist in resolving employee-related issues involving compensation, leave, benefits, performance, and other HR matters.
- Monitor personnel assignments, position requirements, and labor category compliance.
- Coordinate personnel transitions associated with new task orders, contract modifications, and option-year changes.
- Support employee retention initiatives and professional development opportunities.
- Coordinate with corporate security personnel to ensure compliance with applicable personnel security and clearance requirements.
- Subcontractor and Vendor Coordination
- Assist the PM in coordinating subcontractor and vendor activities supporting OTFM operations worldwide.
- Monitor subcontractor performance, schedules, deliverables, and responsiveness to program requirements.
- Coordinate with subcontractors regarding pricing, procurement, logistics, staffing, construction, and facility support requirements.
- Support the review of subcontractor statements of work, quotes, invoices, and performance documentation.
- Track vendor deliverables and identify potential schedule, cost, or performance concerns.
- Facilitate communication between subcontractors, the PMO, corporate departments, and government representatives.
- Assist in resolving operational challenges involving subcontractor performance and execution.
- Facilities, Construction, and Logistics Support
- Support the PM in coordinating overseas training facility operations, maintenance, improvements, and construction-related activities.
- Assist in monitoring project schedules, milestones, and deliverable completion for facility and construction requirements.
- Coordinate with in-country personnel, subcontractors, and government representatives regarding facility needs and project status.
- Support the review of construction progress reports, inspection documentation, and completion certifications.
- Assist in coordinating logistical requirements involving equipment, materials, transportation, and international shipments.
- Identify potential operational, safety, schedule, and logistical concerns and elevate them to the PM.
- Support planning and execution of new facility requirements, expansions, and program transitions.
- Reporting, Data Analysis, and Program Documentation
- Prepare and maintain weekly, monthly, and ad hoc program reports as required.
- Track personnel status, contract deliverables, procurement actions, financial performance, and operational milestones.
- Analyze program data to identify trends, potential risks, inefficiencies, and opportunities for improvement.
- Maintain accurate program records, trackers, and supporting documentation.
- Develop and maintain spreadsheets, dashboards, and other tools to improve program visibility and decision-making.
- Coordinate the collection of information from program personnel, subcontractors, and corporate departments.
- Prepare reports, briefings, and presentations for PM review and submission to government or corporate leadership.
- Ensure timely and accurate communication of significant program developments.
- Client Relations and Stakeholder Coordination
- Maintain effective working relationships with ATA and SPEAR Program Management, Operations, and senior leadership, as applicable to assigned OTFM requirements.
- Communicate professionally and proactively with government stakeholders, subcontractors, and internal corporate personnel.
- Participate in program meetings, operational discussions, and planning sessions.
- Coordinate responses to government requests for information, operational updates, and emerging requirements.
- Assist the PM in identifying client needs and developing practical, cost-effective solutions.
- Support positive client relationships through responsiveness, transparency, and consistent contract performance.
- Represent the PMO in meetings and discussions when designated by the PM.
Requirements
Minimum Qualifications
- Must be a U.S. citizen.
- Bachelor's degree in business administration, Management, Project Management, or a related field, or equivalent professional experience.
- Minimum of three (3) years of experience supporting U.S. government programs or contracts.
- Minimum of two (2) years of experience in a Deputy Program Manager, Project Manager, Operations Manager, or similar management role supporting government contracts.
- Demonstrated experience coordinating personnel management, HR, and recruiting activities.
- Experience supporting government contract administration, reporting, budgeting, and operational requirements.
- Strong organizational, analytical, communication, and problem-solving skills.
- Ability to manage multiple projects, competing priorities, and time-sensitive requirements.
- Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.
- Demonstrated ability to work effectively with government clients, subcontractors, corporate departments, and geographically dispersed teams.
- Ability to work independently, exercise sound judgment, and maintain confidentiality when handling sensitive program and personnel information.
Preferred Qualifications
- Previous experience supporting U.S. Department of State contracts, particularly DS/ATA, SPEAR, or other international security assistance programs.
- Experience with overseas program management, logistics, facility management, construction support, or international operations.
- Familiarity with Federal Acquisition Regulation (FAR) requirements and government contracting practices.
- Experience with contract line items (CLINs), task orders, contract modifications, and government invoicing processes.
- Experience managing subcontractors, vendors, and procurement actions.
- Project Management Professional (PMP) certification or other recognized project management credentials.
- Experience supporting programs with multiple international locations and diverse operational requirements. Additional Requirements
- Ability to work flexible hours as necessary to support operations across multiple international time zones.
- Willingness and ability to travel domestically and internationally when required.
- Ability to operate effectively in a fast-paced environment with changing priorities and mission requirements.
- Strong interpersonal skills and the ability to maintain professional relationships with government and contractor personnel.
- Ability to anticipate operational challenges, recommend solutions, and take initiative within delegated authority.
Position Expectations The Deputy Program Manager is expected to serve as a trusted extension of the Program Manager, providing consistent operational oversight, effective coordination, and dependable support to the OTFM Program Management Office. Success in this position requires the ability to anticipate program needs, manage competing priorities, maintain accountability across multiple workstreams, and ensure that both government and corporate requirements are addressed efficiently and professionally.
The DPM should be capable of independently managing routine program activities while keeping the PM informed of significant developments, risks, and decisions requiring higher-level attention. The ultimate objective of the position is to support the successful execution of the OTFM contract while maintaining strong client relationships, contractual compliance, financial accountability, and continuity of operations.