Major responsibilities include (not all inclusive):
The Program Manager will assist with recruiting and identifying highly quality candidates, train new hires, train incumbents on new systems, procedures and processes, collect data for reporting program progress and metrics for individuals and the program. The Program Manager provides daily supervision and management to the Resource Advisor Team and is IGH’s primary conduit for information flow to and from Team members and the COR for the contract.
Provide on-site contract program management of approximately 72 contractor personnel to ensure tasks are successfully implemented, operated and sustained in accordance with the primary directives, instructions, regulations and guidelines set in the Performance Requirements Summary for this contract.
Responsible for overseeing each section's claims, inquiries and/or RFIs of the CBP procurement to ensure they are processed in the order they are received unless action has been identified as a priority by the Government. Claims, inquiries and/or RFIs may arrive in various forms (i.e., electronic, hardcopy, distribution, phone call, fax, etc.).
Ensure all contractor personnel who are required to handle PII, PHI and/or HIPAA sensitive records/data/information are trained IAW PWS paragraph 188.8.131.52.6 (HIPAA Training) and the training reported IAW PWS paragraph 184.108.40.206.11 (Reporting Instructions) because some sections of this service contract require the handling of sensitive medical and personnel information that is protected under HIPAA; as well as, regulations governing PII and PHI. Reference PWS paragraph 220.127.116.11 (Security Requirements).
Serve as the primary subject matter expert related to this service contract. Provide management and technical information, including, but not limited to, technical evaluation of suggestions, input for staff studies and other staff actions, fact sheets, audits, recommendations for amending, revising, or originating Government regulations or policies; and other communications as required by Government per Government assigned suspense. Responsible for monitoring contractor compliance and ensuring all deliverables are provided in accordance with the Performance Work Statement.
Provide overall program management and oversight and accountability of GFP/GFE. Contractor shall report lost, damaged, or inoperable GFP/GFE.
Ensure adherence to all timelines and/or standards set in the contract.
Ensure contractor staff are using the most current Laws, Regulations, Policies and internal SOPs/Business Rules in performance of assigned Government tasks.
Starting after the Kick-Off meeting and occurring at the end of every three month period during the Period of Performance (POP), the PM shall update program SOPs IAW PWS paragraph 5.6.14 (Standing Operating Procedures) for deliverable guidance. Deliver to Government NLT five workdays after the end of the three month period for review; and comments, corrections, and/or modifications IAW PWS paragraph 5.6.13 (MSR).
Starting after the Kick-Off meeting and occurring at the end of every three month period during the POP, the PM shall review contractor processes and provide recommended process streamlining; and changes, improvements and efficiencies that will maximize contractor performance and streamline workflow to the Government for review and acceptance. All changes to processes shall be recommended to Government for concurrence. Deliver to Government NLT five workdays after the end of the three month period for review; and comments, corrections, and/or modifications IAW PWS
Attend required meetings. Prepare meeting minutes, memoranda, weekly updates, information/decision papers and other documents IAW PWS paragraph 5.6 (Documentation and Reports).
Cross train staff to maximize contractor performance; and manage contractor workforce to maximize throughput, garner efficiencies and ensure workforce is balanced against contract workload.
PM is the contract's subject matter expert and the COR's single point of contract for all program related issues.
Responsible for contractor's quality control program.
Interface with Army staff agencies, including, but not limited to the Command Judge Advocate, The Judge Advocate General, Defense Management Data Center, National Personnel Records Center, National Archives and Records Administration, Department of Veterans Affairs, Center for Military History, and the Army Board for Correction of Military Records to support tasks in the PWS.
Responsible for coordinating, staffing, reporting, tracking and ensuring all timelines and suspense's are met in the drafting of Governmental approval and Senior Level / Special Inquires (i.e., Red-Top inquiries, legal investigations, correspondences with senior Government officials, senior Army leadership, Army Board for Correction of Military Records (ABCMR), SCB, ADB, EIB, PDA, Soldiers, Veterans, private citizens, and various members of other services). All Senior Level / Special suspense's will be handled within the guidelines and rules defined by the Office of the Chief Legislative Liaison (OCLL), internal or regulatory guidance.
Ensure the processing of all applicable program specific incoming and outgoing correspondence with the Government Mailroom IAW the established guidelines and mail handling rules. Daily for SCB, ADB and EIB, PM shall ensure the smooth coordination with the ASC in obtaining all applicable program specific incoming and outgoing correspondence. Reference requirement listed IAW PWS paragraph 1.5.9 (Specific Personnel Requirements) and l.18.104.22.168 (Mail Handler Training).
Ensure pick-up and drop off times for all correspondence are coordinated per the specific program's timelines and all personnel involved in the process have received the requisite training. Reference requirement listed IAW PWS paragraph 1.5.10 (Distributing Team Correspondence).
Ensure the sorting, categorizing and scanning of all program correspondence into the appropriate Government database NLT three workdays after pickup, delivery, transfer and/or receipt from the mailroom.
Ensure the opening moving, assigning, acceptance, tracking and closing of all claims, inquiries, cases or RFIs using the appropriate database for the purposes of gathering accurate workload data. month period for review; and comments, corrections, and/or modifications IAW PWS paragraph 5.6.13 (MSR).
Ensure the delivery of outgoing distribution to the mailroom NLT two workdays after gaining signature or approval from the Government.
Ensure normal office housekeeping-related duties are completed in accordance with Government guidance NLT Close of Business of the workday.
Responsible for delivery of all reports listed IAW PWS paragraph 5.6 (Documentation and Reports) per given suspense (varies per report).
Coordinates Security Clearances for Team members with the Trusted Agent, ensures information is transferred into Defense Enrollment Eligibility Reporting System (DEERS). Coordinates issuance of Common Access Cards in a timely manner.
Execute on-boarding tasks within the HRC including assignment of a Trusted Agent for TASS Activities.
Coordinate with the HRC Guard to conduct background checks and issuance of Common Access Cards.
Monitor attendance and performance of members of the Team. Approve Time sheets daily.
Conduct counseling of members of the Team while documenting and making necessary corrective actions.
Administer Personal Time Off in accordance with the IGH Employee Handbook and ensure accurate reporting of same into prescribed on-line systems.
Manage travel required to support the mission of the Team, review, approve and submit Requests for Reimbursement in a Timely manner.
Be knowledgeable of able to perform all tasks required of Team Members.
A Bachelor’s degree from an accredited college; and a minimum of 10 years' experience in training and administration, and project management in the "customer related" service field.
A Master’s degree from an accredited college; and minimum of six years' experience in training and administration experience, and project management in the "customer related" service field.
Prior military experience or experience in military human resources is preferred for the PM and APM. Additionally, familiarity with Government logistic procedures is also preferred. The PM shall have proficiency in the MS Office suite of programs (especially MS Word, Excel, Outlook and Power Point) and be able to work in a digital environment. When the APM assumes the role of the PM for more than 30 calendar days, they shall also meet the education, training, and experience levels required for the PM position.
This position requires a Secret Security Clearance
This position is contingent upon award of a contract.
IGH offers a competitive benefits program which includes: Paid Vacation and Sick Leave, 401K (4% company match), Company Paid Life Insurance Policy, and comprehensive Health, Vision, Dental and Disability plans.
IGH is an Equal Opportunity Employer. We believe that no one should be discriminated against because of their differences, such as age, disability, ethnicity, gender, gender identity and expression, religion or sexual orientation.
All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.
IGH is committed to providing veteran employment opportunities to our service men and women.