Program Support Analyst I

Description

Program Support Analyst I

SECRET clearance · Full-time, on-site at SA-17, 600 19th Street NW, Washington, DC · Contingent on contract award

About the program XSI supports the Department of State's Passport Services Directorate (CA/PPT) with about 200 professionals across nine headquarters offices. Passport Services runs 29 agencies and centers and about 8,000 acceptance facilities, and issues some 20 million passports a year. The program follows ISO 9001 quality management and Scaled Agile (SAFe) practices.

Position summary The Program Support Analyst I is an entry-to-mid-level analyst who helps CA/PPT project managers keep projects on schedule, in scope and on budget. Working under the direction of a project manager or senior analyst, you maintain project documentation, track activities and deadlines, and review contract and financial information. You'll be part of the Program and Project Support function and may support one or more headquarters offices.

Key responsibilities

Project planning and coordination

• Help project managers oversee and coordinate day-to-day project activities.
• Contribute to project plans, schedules and work breakdown structures in Microsoft Project.
• Track milestones, action items and deadlines, and flag slippage to the project manager.
• Schedule meetings, prepare agendas, and capture minutes, decisions and action items.

Documentation

• Prepare and maintain project documentation, including plans, schedules, status reports, decision logs and change records.
• Keep project files organized and current in SharePoint and Teams.
• Write in CA/PPT templates and to the Department writing guide, without typos or formatting errors.

Contract and financial review

• Review contract documents and project financials to check that work stays within scope and budget.
• Track spending against budget and help reconcile discrepancies.

Monitoring and evaluation

• Monitor project activities and collect status updates from team members.
• Help evaluate completed tasks against objectives, and draft findings for the project manager.
• Identify potential issues and escalate them through the right channel.
• Help keep projects compliant with organizational standards, regulations, executive orders and passport policy.

Requirements

Required qualifications

• At least 3 years of program or project support experience.
• Bachelor's degree, or 7 years of relevant experience in lieu of a degree.
• Working proficiency in Microsoft Project, Excel, Word, PowerPoint, Outlook and Teams.
• Active SECRET clearance issued by DCSA.
• Ability to work on-site full-time in Washington, DC.

Preferred qualifications

• Experience supporting a federal civilian agency, ideally the Department of State.
• Certified Associate in Project Management (CAPM) or progress toward it.
• Familiarity with Agile or SAFe teams and with ISO 9001 quality practices.
• Experience with SharePoint, Visio or Power BI.

Knowledge, skills and abilities

• Strong organization and attention to detail across several tasks at once.
• Clear, accurate business writing.
• Comfort asking questions and following up to keep work moving.
• Discretion with sensitive information, including PII under the Privacy Act.

How success is measured Performance is judged on timely deliverables, quality of output, adherence to CA/PPT standards, and stakeholder feedback.

Work environment Professional federal office setting with business dress. Government-furnished laptop and equipment. Telework only where the program approves it case by case.