Senior Program Operations Specialist

PCI Professional Services; United States; Remote; USD 90,000 - 140,000; Full time

Job summary

PCI Professional Services is seeking a Senior Program Operations Specialist to support the HRSA OPTN contract in a predominantly remote environment. The role focuses on operational execution, governance, workflow administration, deliverable management, onboarding/offboarding, and process improvement across a multi-vendor landscape.

You will collaborate with program leadership, workstream leads, and customer stakeholders to ensure effective operations, documentation, and cross-functional

Qualifications

• Bachelor's degree in a related field.
• 6+ years of experience supporting federal programs, PMOs, program operations, governance activities, workflow administration, or project coordination.
• Experience managing shared mailboxes, customer inquiries, correspondence, or service requests.
• Experience supporting operational processes, workflows, trackers, documentation repositories, and deliverable management activities.
• Experience coordinating activities across multiple stakeholders and teams.
• Experience developing and maintaining SOPs, process documentation, job aids, operational guidance, and related artifacts.
• Strong attention to detail and organizational skills.
• Demonstrated ability to manage multiple priorities and competing deadlines.
• Strong written and verbal communication skills.
• Demonstrated ability to communicate clearly, concisely, and professionally with customers, teammates, stakeholders, and vendors.

Responsibilities

• Support day-to-day program operations and execution of assigned workstream activities.
• Manage shared mailbox communications, including monitoring incoming requests, coordinating responses, routing inquiries to appropriate stakeholders, tracking actions, and ensuring timely follow-through.
• Coordinate contractor onboarding and offboarding activities.
• Manage and maintain workflow tracking tools, deliverable trackers, action item logs, and related operational artifacts.
• Support governance activities, meetings, and operational reporting.
• Develop and maintain SOPs, process documentation, job aids, and user guidance materials.
• Coordinate with Government stakeholders, vendors, and internal teams to support program objectives.
• Support collaboration platforms, stakeholder councils, repositories, and knowledge management activities.
• Monitor operational activities and identify opportunities for process improvement.
• Prepare reports, briefings, correspondence, analyses, and documentation for leadership review.
• Support workflow administration and operational tracking processes.
• Ensure operational data, records, and documentation remain accurate, complete, and current.
• Assist with development and implementation of improved operational processes, procedures, and tools.

Skills

Attention to detail

Written and verbal communication

Organization

Multitasking

Problem solving

Independent work

Process orientation

Customer service mindset

Education

Bachelor's degree in a related field

Tools

Microsoft Teams

SharePoint

Excel

PowerPoint

Word

Job description

Position Summary

PCI Professional Services (PCI-PS) is seeking a

Location

Remote

Position Summary

PCI Professional Services (PCI-PS) is seeking a Senior Program Operations Specialist to support the HRSA Organ Procurement and Transplantation Network (OPTN) contract. This position provides operational, governance, workflow, and program support for mission-critical initiatives and serves as a key contributor to day-to-day program execution across the multi-vendor environment. The Senior Program Operations Specialist supports operational processes, workflow administration, deliverable management, stakeholder coordination, onboarding and offboarding activities, documentation management, shared mailbox communications, and continuous process improvement efforts. The role works closely with program leadership, workstream leads, and customer stakeholders to ensure effective execution of program operations, governance activities, communications, and cross-functional coordination efforts.

Key Responsibilities

• Support day-to-day program operations and execution of assigned workstream activities.
• Manage shared mailbox communications, including monitoring incoming requests, coordinating responses, routing inquiries to appropriate stakeholders, tracking actions, and ensuring timely follow-through.
• Coordinate contractor onboarding and offboarding activities.
• Manage and maintain workflow tracking tools, deliverable trackers, action item logs, and related operational artifacts.
• Support governance activities, meetings, and operational reporting.
• Develop and maintain standard operating procedures (SOPs), process documentation, job aids, and user guidance materials.
• Coordinate with Government stakeholders, vendors, and internal teams to support program objectives.
• Support collaboration platforms, stakeholder councils, repositories, and knowledge management activities.
• Monitor operational activities and identify opportunities for process improvement.
• Prepare reports, briefings, correspondence, analyses, and documentation for leadership review.
• Support workflow administration and operational tracking processes.
• Ensure operational data, records, and documentation remain accurate, complete, and current.
• Assist with development and implementation of improved operational processes, procedures, and tools.

Required Qualifications

• Bachelor's degree in Business Administration, Public Administration, Project Management, Healthcare Administration, Public Health, Communications, Information Systems, or a related field.
• 6+ years of experience supporting federal programs, PMOs, program operations, governance activities, workflow administration, or project coordination efforts.
• Experience managing shared mailboxes, customer inquiries, correspondence, or service requests.
• Experience supporting operational processes, workflows, trackers, documentation repositories, and deliverable management activities.
• Experience coordinating activities across multiple stakeholders and teams.
• Experience developing and maintaining SOPs, process documentation, job aids, operational guidance, and related artifacts.
• Strong attention to detail and organizational skills.
• Demonstrated ability to manage multiple priorities and competing deadlines.
• Strong written and verbal communication skills.
• Demonstrated ability to communicate clearly, concisely, and professionally with customers, teammates, stakeholders, and vendors.
• Proficiency with Microsoft Teams, SharePoint, Excel, PowerPoint, and Word.

Preferred Qualifications

• Experience supporting federal health agencies, including HRSA, HHS, CDC, CMS, NIH, FDA, VA, DHA, SAMHSA, or similar organizations.
• Experience supporting PMOs, governance organizations, modernization initiatives, or multi-contractor environments.
• Experience supporting contractor onboarding and offboarding activities.
• Experience administering workflow tools, collaboration platforms, SharePoint environments, or deliverable management systems.
• Experience supporting healthcare, public health, health IT, patient safety, operational improvement, or modernization initiatives.
• PMP, CAPM, SAFe, ITIL, or related professional certification.
• Experience supporting contract administration, COR support activities, or federal acquisition environments.

Desired Characteristics

• Highly organized and process-oriented.
• Strong professional judgment and discretion.
• Customer-service mindset with a collaborative approach.
• Ability to work independently while operating within established governance structures.
• Strong problem-solving and critical-thinking skills.
• Ability to quickly learn new processes, tools, and operational environments.
• Commitment to accuracy, accountability, and continuous improvement.

Work Environment

This position operates in a collaborative federal consulting environment and requires frequent interaction with Government stakeholders, contractor partners, and cross-functional teams. The successful candidate will be comfortable managing multiple priorities, supporting operational workflows, coordinating activities across organizations, and contributing to a fast-paced, mission-focused program.