Program Analyst

Alutiiq, LLC; Arlington (OH); On-site; USD 90,000 - 120,000; Full time

Job summary

Alutiiq, LLC is seeking a Senior Facility Management Program Manager to support major facility management efforts globally. You will coordinate across OBO/FAC, manage financial and human resources, and develop internal procedures to meet leadership directives.

The role requires strong analytical skills, policy knowledge, and experience with CMMS and Microsoft Office. Strong communication and stakeholder management are essential for success in a global environment.

Qualifications

• Bachelor’s degree required.
• Six (6)+ years of relevant experience.
• Knowledge of qualitative/quantitative methods for assessing and improving effectiveness.
• Knowledge of financial laws, policies, and regulations related to facility management.
• Ability to assemble and analyze facts and draw conclusions.
• Ability to present findings orally and in writing; negotiate changes.
• Knowledge and ability to design and conduct comprehensive management studies.
• Knowledge and ability to use data analytics and database management.
• Experience with posts overseas and administrative/fund management practices (preferred).
• Bachelor’s degree in Business, Computer Science or related field preferred.

Responsibilities

• Participates as a key member of the OBO/FAC management team to set financial, management, and administrative goals.
• Oversees FAC support services to meet timely and functional needs; aligns with OBO guidance.
• Provides training on administrative and financial policies; serves as POC for overseas posts on FAC funding.
• Conducts research and proposes solutions to organizational inefficiencies to improve effectiveness.
• Develops/edits facilities management policies and drafts updates to relevant guidance.
• Reviews internal initiatives to ensure orderly and efficient accomplishment of missions.
• Guides posts on use of FAC funds and aligns services with OBO goals.
• Ensures documents are well-written, timely, and properly coordinated; prepares minutes and reports.
• Assesses progress of funding implementation and resolves issues for senior FAC managers.
• Oversees initiation and completion of administrative office support services.
• Develops and maintains yearly and long-range resource needs; monitors expenditures and prepares close-out reports.
• Develops financial and management controls; tracks funds and ensures proper obligations/ liquidations.
• Ensures project objectives are met with practical recommendations and implementation plans.

Education

Bachelor’s degree

Six (6) years or more of relevant experience

Tools

CMMS

Microsoft Office

Job description

Position Overview And Primary Duties And Responsibilities (essential Functions)

Provide support for the implementation of major, highly complex, and mission critical facility management efforts throughout the world. The incumbent’s actions cut across the entire Bureau of Overseas Buildings Operations, Office of Facility Management (OBO/FAC) organization, requiring significant insight, far-reaching coordination, and long term planning both internally and in coordination with other key offices within OBO (e.g., budget, policy, human resources, travel). The work requires management and overview of financial and human resources, administrative support services, organizational policy development and implementation, management controls, special studies and analysis, resource allocation, validation and prioritization of needs, review, approval, and audit of funding, and the establishment of internal operating procedures for OBO/FAC.

• Participates as a key member of OBO/FAC’s management team providing guidance and advice to the Office Director and Division Chiefs with regards to establishing and meeting financial, management, and administrative goals and objectives.
• Oversees OBO/FAC support services and ensures services meet timely and functional needs of the Office and align fully with OBO’s mandated guidance and procedures; and works closely with other OBO offices to ensure FAC needs support and reflect management decisions.
• Provides training to multiple entities on OBO/FAC administrative and financial policies and procedures; serves as the point‑of‑contact for overseas posts on any questions on the use of OBO/FAC funds; and resolves problems and assists posts in obtaining needed resources.
• Conducts research and proposes solutions to organizational inefficiencies and to increase the effectiveness of the organization. Leverages expertise in management and organizational principles pertaining to areas of responsibility (e.g., administrative procedures, financial management rules and regulations, priorities, etc.) in order to plan and conduct complex studies to assess organizational and financial operations.
• Develops and/or recommends edits on facilities management policies. If accepted by the Department, promulgates said policies. Provides expert advice on the administrative and management implications of new program proposals. Drafts updates to 15 FAM to reflect changes based on the evolving mission and its authorities.
• Develops, for consideration by the Department, and reviews internal OBO/FAC initiatives to ensure the orderly, effective, and efficient accomplishment of assigned missions consistent with directives of OBO/FAC and higher Departmental authorities (e.g., New Embassy Transition Mechanical Controls Program).
• Provides guidance or clarification to posts (e.g., 7901.3 Routine Maintenance and Repair versus 7901.C Maintenance Cost Sharing) on the correct use of facility management funds. Provides input on proposed changes to FAC funding matrices; and guidance on aligning FAC services with OBO goals and objectives.
• Ensures that all documents are well‑written, in proper format, timely, complete, and fully coordinated with other affected organizations. Prepares meeting minutes, presentations and reporting documents; the compilation and proper filing of project documents; and drafts and/or reviews planning documents.
• Assesses the overall progress of funding implementation that is committed or in progress and outlines issues and recommends solutions necessary for senior FAC managers to improve or resolve difficulties, and to ensure funds are obligated and that carry‑over is minimized.
• Oversees the initiation and accomplishment of administrative office support services (e.g., memorandums for decisions, official requests for information, etc.) ensuring they are effectively and efficiently enabling the organization to meet its worldwide commitments.
• Develops and maintains yearly and long‑range resource needs in line with management priorities; monitors expenditures to ensure availability and correctness of funds; makes projections regarding expenditure patterns; and prepares and reviews financial expenditures, obligations, and fiscal year close‑out reports.
• Develops and formulates, for the consideration of the Department, financial and management controls for all divisions; tracks all funds allotted to posts or allocated to programs to ensure that obligations and liquidations are used appropriately and contract actions are closed‑out timely; and develops, coordinates, and reviews quarterly and yearly financial updates required by the Department, ensuring that the information is accurate and up‑to‑date.
• Ensures project objectives are met and that resulting recommendations for action are sound and practical and include implementation plans. Follows up to ensure that approved recommendations are successfully implemented.

Required Qualifications And Experience

The clearance level (Secret or TS) will be identified in the task order request.

• Bachelor’s degree
• Six (6) years or more of relevant experience
• Knowledge and mastery of the application of a wide range of qualitative or quantitative methods for assessing and improving effectiveness (e.g., using Excel spreadsheets, CMMS, Departmental accounting systems)
• Knowledge of the range of financial laws, policies, regulations, and precedents applicable to the Facility Management programs
• Knowledge and ability to assemble and analyze relevant facts and draw significant conclusions
• Knowledge and skill in presenting accurate findings and the ability to make feasible and responsive recommendations both orally and in writing. These recommendations may require negotiations with management to accept extensive changes in established procedures or they may involve substantial resources
• Knowledge and skill in database management, data analytics, and the use of Microsoft Office programs
• Ability to interact effectively with individuals in garnering cooperation and support for key planning, operations, and management initiatives in the assigned program area
• Knowledge and ability to design and conduct comprehensive management studies
• Desired: Bachelor’s degree in Business, Computer Science or related field is preferred