Program Administrator - Tampa, FL

Aero Simulation, Inc.; Tampa (FL); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Aero Simulation, Inc. (ASI) is seeking a Program Administrator to manage administrative aspects of assigned programs and ensure compliance with contractual requirements. You will coordinate with the Management Team to resolve issues and maintain accurate records.

Responsibilities include managing CDRLs, status reporting, subcontractor coordination, and maintaining documentation. Strong organization and communication skills are essential in a fast-paced, team-oriented environment.

Qualifications

• Minimum one year experience in a program support role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
• Excellent communication skills with ability to interact with customers at all levels.
• Highly organized, detail oriented, and able to prioritize multiple tasks in a fast-paced environment.
• Ability to work in a team or independently and be a self-starter.
• Ability to meet demanding schedules and manage multiple projects.

Responsibilities

• Ensures timely submission of CDRLs, action items, and program activities.
• Serves as primary point of contact for administrative inquiries from the customer program team.
• Review contract changes for errors; update project management databases.
• Ensure subcontractor requirements are properly flowed down and tracked.
• Monitor subcontractor and vendor performance against obligations.
• Track correspondence with customers, subcontractors, and vendors.
• Prepare conference minutes and administrative CDRLs as required.
• Maintain databases and configuration management of CDRL deliverables.
• Assist with collection and timely submission of project documentation.
• Participate in internal and customer meetings and support PM/PE relations.
• Develop and maintain productive working relationships within ASI and with customers.

Skills

Communication skills

Detail oriented

Time management

Teamwork

Multitasking

Hybrid work readiness

Education

Some college education

Tools

MS Office

MS Project

SharePoint

Teams

Job description

Description

THE COMPANY

For over 40 years, Aero Simulation, Inc. (ASI) has provided quality flight training devices to the US Military. ASI has successfully built numerous training systems with a primary focus on aircrew and maintenance training systems. Our current programs include, but are not limited to, the B-1 Training Systems (Air Force), E-2D Training Systems (Navy), CH-53E Training Devices (USMC), IMOMS (Coast Guard), Navigation, Seamanship, Shiphandling Trainer – NSST (Navy). To learn more about ASI visit Programs- Aero Simulation, Inc.

POSITION SUMMARY

The Program Administrator (PA) performs the administrative management of assigned programs. The PA is responsible for ensuring ASI meets all administrative contractual requirements and resolving any administrative issues. The PA consults with other members of the Management Team on these matters and achieves agreement or elevates the issue until consensus is reached.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ensures that CDRLs are submitted on schedule, action items are resolved on schedule, program activities are on schedule, etc. The PA generates periodic progress reports to the customer.
• Serves as the primary point of contact (POC) for administrative inquired with the customer program team.
• Reviews all contract changes at the time of their incorporation to ensure that they contain no errors or inappropriate requirements. Update as appropriate project management databases.
• Ensures that ASI’s subcontracts impose upon our suppliers the performance required to enable ASI to meet its contractual obligations regarding CDRLs. The PA consults with the PM/PE and Contracts to ensure that the requirements are properly flowed down to our subcontractors.
• In conjunction with the Contracts department, monitors subcontractor and major vendor performance to ensure they meet their administrative contractual obligations to ASI.
• Tracks correspondence with customers, subcontractors, and major vendors.
• Writes all Conference Minutes when required as a deliverable item, as agreed between ASI and Customer, and/or as requested by the PM/PE.
• In conjunction with the PM/PE, prepares and submits all Administrative CDRLs (to include Monthly Status Reports, Agendas, Presentation Materials,).
• Maintains database and configuration management of all CDRL deliverables.
• Assists with collection efforts and timely submittal of required project documentation.
• Organizes, prepares, attends, and participates in internal and customer meetings (including non-administrative and monthly PMRs).
• Develops and maintains productive working relationships within ASI and with customers and teammates.
• Assesses all deliverables for accuracy, quality, and timeliness.
• Provides status updates, monitors timeliness, and flags potential issues to the PM/PE.
• Communicates with relevant employees and the customer to keep progress on track.
• Provides support to PM/PE to successfully complete the assigned project(s).
• Creates project specific templates, based on contract requirements.

SUPERVISORY RESPONSIBILITES

This position does not have supervisory responsibilities.

Requirements

EXPERIENCE REQUIREMENTS

ENTRY: 1 to 3 Years

MID: 3 to 7 Years

REQUIRED SKILLS AND ABILITIES

• Minimum one year experience in a program support role.
• Must be extremely proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, and Teams) with basic working knowledge of Microsoft Project (preferred) and show a willingness to learn and master other software programs as needed.
• Must have excellent communication skills, ability to deal with customers at all levels, and adapt communication style for different audiences.
• Must be extremely detail oriented, well organized, and able to prioritize multiple tasks in a fast-paced environment.
• Must have time management skills to support multiple projects in parallel, adapt to changes in program schedules resulting in acceleration or delays.
• Must be able to work in a team environment, or independently, as necessary, and be a self-starter who can resolve problems effectively and efficiently.
• Must have strong attention to detail.
• Ability to work in a hybrid setting that will include both in person and virtual interactions.
• Needs to be able to meet demanding schedules.

PREFERRED SKILLS AND ABILITIES

• Ability to develop and maintain positive working relationships with internal and external customers.
• Ability to manage multiple priorities and projects simultaneously, ensuring stakeholder expectations are managed appropriately.
• Ability to work in a project-oriented, fast paced environment to meet deadlines.
• Ability to develop an understanding of the technical nature of the products/services provided by the program, to effectively communicate with the PM/PE, the customer, and subcontractors/vendors.
• Possess a good understanding of project management process.

EDUCATION REQUIREMENTS

• Some college education is required; however, a combination of education and experience will be considered.

EMPLOYMENT REQUIREMENTS

• Due to contractual requirements must be a United States Citizen.
• Must be able to pass an initial background check.
• Must be able to obtain and maintain an active Department of Defense security clearance. Employee/selected candidate will be subject to a government security investigation and must meet eligibility requirements for access to classified information (as required)
• Able to travel (CONUS and/or OCONUS). Travel is limited but may be required to support customer requirements (<10%).
• Required to communicate in English (verbal and written).
• ASI is a Drug Free Workplace where applicants and employees are required to successfully pass pre-employment and random drug testing.

PHYSICAL REQUIREMENTS

• Ability to multi-task in a fast-paced dynamic environment.
• Must be able to perform normal office duties (sitting for long periods at a desk or while attending meetings).
• Must be able to travel CONUS/OCONUS via common modes of transportation to include car and airplane.
• Must be able to climb stairs to enter and exit a simulator.
• Additional skills may be required to perform additional task(s) specific to work location, department, or line of business.

WORK ENVIRONMENT

• Work is primarily performed in an office environment consisting of office and cubicles with low to moderate noise and bright or dim lighting.
• The work is fast-paced and sometimes involves extreme deadline pressures.
• The nature of the work requires a high degree of teamwork and cooperation with other members of the staff as well as external customers.

EMPLOYMENT REQUIREMENTS

U.S. Citizenship Required:

As a federal contractor supporting the U.S. warfighter, it is required that all employees in this role be United States citizens in compliance with government contract and security requirements.

Background Check

Must be able to successfully pass an initial background screening.

Security Clearance:

Must be able to obtain and maintain an active Department of Defense (DoD) security clearance. The selected candidate will be subject to a government security investigation and must meet eligibility requirements for access to classified information, as required by the position.

Work Schedule Flexibility:

Occasional overtime and alternate shifts may be required to meet customer schedules, critical deadlines, or program milestones.

Travel Requirements:

Must be able and willing to travel domestically and, on occasion, internationally to customer sites, partner locations, or project meetings in support of contract objectives.

Drug-Free Workplace

ASI maintains a Drug-Free Workplace. Applicants and employees are subject to pre-employment and random drug testing in accordance with company policy.

Employment Contingency:

All employment offers are contingent upon the successful completion of all background checks, security clearance requirements, and drug-screening results.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications that are required of the employee for the job. Duties, responsibilities, and activities may change at any time with or without notice.

The following policies apply to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws.

Candidate Reasonable Accommodation

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify Aero simulation, Inc. by e-mail at [e-mail] or by calling directly at 813-867-4447.

ADA Policy

It is the policy of ASI to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA) and its Amendments. ASI will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. ASI also will make reasonable accommodation wherever necessary for all employees or applicants with handicaps, disabilities, provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made are not an undue hardship for ASI.

Equal Employment Opportunity

ASI is proud to be an Equal Employment Opportunity and Aff…?

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, domestic/civil partnership or marital status, national origin, disability, status as a protected veteran or any other characteristic protected by law. We strive for everyone to be valued, connected, and empowered to reach their potential and contribute their best.

E-Verify

ASI is proud to be an E-Verify employer. E-Verify is an internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.

Pay Transparency Policy Statement

ASI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise, have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the legal duty to furnish information.