Program Analyst III

Ho-Chunk, Inc.; Arlington (VA); On-site; USD 105,000 - 120,000; Full time

Job summary

All Native Group seeks a Program Analyst to coordinate administrative and program actions for NFATC training programs in Arlington, VA. The role involves collaboration with division program managers to manage day-to-day activities and support budget accountability for training resources.

Primary duties include assisting with enrollment, travel, and lodging; preparing funding cables; coordinating facilities, instructors, and materials; maintaining attendance and student records; and supporting QM

Qualifications

• Bachelor’s degree plus 7 years of admin/program experience, or 10 years without degree.
• Experience in budget and finance oversight.
• Knowledge of QM processes and audits.
• Security clearance required or obtainable.
• Ability to travel up to 25%.

Responsibilities

• Coordinate enrollment, travel, and lodging for courses.
• Prepare and track travel funding cables and budgets.
• Support logistics for instruction delivery and course materials.
• Maintain attendance, student records, and evaluations.
• Liaise with Registrar, instructors, students, and stakeholders.
• Prepare status reports on funding, schedules, and enrollment.

Skills

Budget management

Program coordination

Data analysis

Communication skills

Microsoft Office

Education

Bachelor's degree

Ten years of progressively responsible administrative experience in lieu of degree

Tools

Microsoft Project

SharePoint

Excel

Job description

All Native Group is seeking a Program Analyst to coordinate administrative and program actions to ensure successful delivery of courses within the assigned training program(s). The work involves coordination with the appropriate division training program managers to manage day-to-day activities of the program(s) assigned. The position supports budget and finance personnel to ensure proper accountability of funds and funding initiatives related to training resource requirements. The incumbent is also responsible for tasks in support of the Quality Management (QM) processes.

This position is full-time, on-site in Arlington, VA, at US Department of State, National Foreign Affairs Training Center (NFATC), in the Directorate of Diplomatic Tradecraft and Emerging Technology (DTET).

Essential Functions

• Assist students in the course enrollment process and with travel and lodging
• Check rosters for all assigned courses on a weekly basis and e-mail information on class preparation and scheduling to prospective students.
• Prepare and track travel funding cables in accordance with established procedures.
• Support logistical arrangements related to instruction delivery: scheduling of facilities and instructors; preparation of classrooms and course materials/handouts; assisting with orientation/graduation ceremonies.
• Ensure reports of attendance, student records, class evaluations/surveys and other class administration documents are prepared, collected, maintained, and submitted according to standard operating procedures.
• Act as the primary point of contact with the Registrar's office to resolve enrollment and training-related issues.
• Coordinate activities and correspondence involving Program Managers, Registrar staff, instructors, students, and other training program stakeholders.
• Prepare status reports that include funding expenditures, training schedules, and student enrollment.
• Review proposed training plans to ensure compliance with US Government regulations and for completeness and accuracy of information.
• Participate in the annual budget process. Prepare detailed cost estimates for technical training programs, to include funding requirements for student and/or instructor travel and per diem.
• Create reports and memos of budgetary requirements, projected changes, and impacts on a monthly, quarterly, and/or annual basis.
• Track student travel funds through the entire cycle of obligation, liquidation, and deobligation by using DOS financial systems.
• Research and follow-up on all student travel Unliquidated Obligations (ULOs).
• Employ applicable DOS security standards and procedures to protect Personally Identifiable Information (PII) and National Security information.
• Attend on and off-site meetings, to include making program-related presentations.
• Support overseas training trips by instructors, including preparation of travel-related cost estimates, requests for visas and other logistical support.
• Assist with book and equipment inventory as needed.
• Manage and provide oversight, design, and implementation for special projects.
• Coordinate school-wide data calls and assist with budget taskers.
• Document, recommend, and implement improvements to administrative and program support functions, processes, and procedures.
• Participate in quality management working groups.
• Develop and update internal processes and procedures.
• Conduct internal audits to evaluate effectiveness of SAIT processes and procedures.
• Travel as necessary to other U.S. and foreign training sites, not to exceed 25% of total work time.
• Perform other duties related to the scope or purpose of the position.
• Exercise independent judgment and initiative on a daily basis and requires
• infrequent technical direction.

Competencies

• Strong organizational, interpersonal, oral, and written communication skills;
• Ability to handle multiple tasks simultaneously;
• Must be able to work in a collaborative, team environment;

Expert knowledge of and experience with administrative, program and project management functions;

• Experience with project management applications such as Microsoft Project, preferred;
• Highly proficient in the latest Microsoft Office suite and applications approved by the Department, particularly in Outlook, Excel, Word, PowerPoint, SharePoint, Teams, and Office365;
• Working knowledge of training course administration/logistics or experience in a training or educational environment preferred;
• Experience in analyzing and visualizing data;

Working knowledge of quality management principles.

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.

Travel Required

Infrequent domestic and overseas travel for short periods of time may be required

Education

Bachelor’s Degree together with seven (7) years of progressively responsible administrative experience; in lieu of Bachelor’s Degree, at least ten (10) years of progressively responsible administrative experience

Additional Eligibility Qualifications

None

Security Clearance

Secret clearance is required

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

Compensation And Benefits

The expected compensation range for this position is $105,000.00-$120,000.00 per year (annualized hourly rate of pay). We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link: https://jobs.allnativegroup.com/categories/1/benefits/1/employee-benefits

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice