Program Support Analyst II

Xtreme Solutions, Inc.; Washington (District of Columbia); On-site; USD 90,000 - 120,000; Full time

Job summary

Xtreme Solutions, Inc. in Washington, DC, is seeking a Program Support Analyst II to support the Department of State Passport Services program.

This full-time, on-site role requires a SECRET clearance and hands-on work with project planning, documentation and financial review. You will own project plans, MS Project schedules, and coordination across teams, while mentoring junior analysts and ensuring compliance with program and agency guidelines.

Qualifications

• At least 4 years of program or project support experience.
• Bachelor's degree, or 8 years of relevant experience in lieu of a degree.
• Advanced proficiency in Microsoft Project and Excel, plus Word, PowerPoint, Outlook and Teams.
• Experience reviewing contracts or project financials.
• Active SECRET clearance.
• Ability to work on-site full-time in Washington, DC.

Responsibilities

• Support project managers in overseeing and coordinating one or more projects at once.
• Build and maintain project plans, integrated schedules and work breakdown structures in Microsoft Project.
• Coordinate across project teams and stakeholders so dependencies, handoffs and deadlines line up.
• Facilitate project meetings, and track decisions, action items and changes through to closure.
• Prepare and maintain project plans, schedules, status reports, risk and issue logs, and change records.
• Draft status reports and briefing material for project managers and CA/PPT leadership.
• Review contracts, task requirements and project financials for scope, cost and compliance.
• Track spending and burn rate against budget, and explain variances.
• Flag scope creep or cost risk to the project manager with recommended responses.
• Monitor project activities and measure progress against plans and KPIs.
• Evaluate overall task performance, and document lessons learned and root causes.
• Identify issues early, elevate them, and help drive resolution.
• Recommend project management process improvements and best practices.
• Help keep projects compliant with organizational standards, regulations, executive orders and passport policy.
• Guide Program Support Analyst I staff on documentation standards and tools.
• Review junior analysts' work products for accuracy before release.

Skills

Project coordination

Education

Bachelor's degree

Experience in lieu of degree

Tools

Microsoft Project

Excel

Word

PowerPoint

Outlook

Teams

Job description

Description

Program Support Analyst II

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 II is a mid-level analyst who works with considerable independence alongside CA/PPT project managers. You own project planning and documentation for assigned projects, review contracts and financials, and evaluate how tasks are performing. You also act as a go-to resource for Level I analysts.

Key responsibilities

Project planning and coordination

• Support project managers in overseeing and coordinating one or more projects at once.
• Build and maintain project plans, integrated schedules and work breakdown structures in Microsoft Project.
• Coordinate across project teams and stakeholders so dependencies, handoffs and deadlines line up.
• Facilitate project meetings, and track decisions, action items and changes through to closure.

Documentation and reporting

• Prepare and maintain project plans, schedules, status reports, risk and issue logs, and change records.
• Draft status reports and briefing material for project managers and CA/PPT leadership.
• Contribute project data to the Monthly Progress Report and the 30-60-90-day planning calendar.
• Write in CA/PPT templates and to the Department writing guide.

Contract and financial review

• Review contracts, task requirements and project financials for scope, cost and compliance.
• Track spending and burn rate against budget, and explain variances.
• Flag scope creep or cost risk to the project manager with recommended responses.

Monitoring, evaluation and improvement

• Monitor project activities and measure progress against plans and KPIs.
• Evaluate overall task performance, and document lessons learned and root causes.
• Identify issues early, elevate them, and help drive resolution.
• Recommend project management process improvements and best practices.
• Help keep projects compliant with organizational standards, regulations, executive orders and passport policy.

Team support

• Guide Program Support Analyst I staff on documentation standards and tools.
• Review junior analysts' work products for accuracy before release.

Requirements

Required qualifications

• At least 4 years of program or project support experience.
• Bachelor's degree, or 8 years of relevant experience in lieu of a degree.
• Advanced proficiency in Microsoft Project and Excel, plus Word, PowerPoint, Outlook and Teams.
• Experience reviewing contracts or project financials.
• Active SECRET clearance.
• Ability to work on-site full-time in Washington, DC.

Preferred qualifications

• Experience supporting a federal civilian agency, ideally the Department of State.
• PMP or CAPM certification.
• Experience on Agile or SAFe teams and with ISO 9001 quality practices.
• Experience building reports in Power BI and managing SharePoint project sites.

Knowledge, skills and abilities

• Sound judgment on when to resolve an issue yourself and when to elevate it.
• Clear writing and briefing for senior federal audiences.
• Ability to balance several projects and shifting priorities.
• 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.