Senior Program Operations Specialist

IB3 Global Solutions

Vermont

Hybrid

USD 90,000 - 120,000

Full time

11 days ago

Get a reply from this employer

Your resume and cover letter, tailored to exactly what they’re hiring for.

Get past ATS filters

Benefits offered by this job

Medical, dental, vision benefits

401(k) with employer match

Paid time off

Job summary

IB3 Global Solutions in the United States is seeking a Senior Program Operations Specialist to support planning, coordination, monitoring, and execution of day-to-day OSBU activities. You will work closely with the OSBU Vice President and program managers and serve as a primary contact for customers, prime contractors, and vendors to ensure contract requirements and milestones are met.

The role requires hands-on coordination, routine reporting, and management of schedules, funding burn,

Qualifications

Minimum five years of federal contracts experience including DOE/NNSA or defense.
Ability to independently coordinate multiple assignments and meet deadlines.
Professional communication with customers, primes, and vendors.
Willingness to handle detail-level tasks alongside higher-visibility work.
Experience preparing program status reports and briefings from multiple contributors.
Knowledge of federal contract execution concepts and funding burn metrics.
Eligible for Top Secret or DOE clearance; active clearance preferred.

Responsibilities

Support the OSBU VP and PMs in planning, coordinating, and monitoring programs and priorities.
Serve as day-to-day contact for customers, primes, and vendors; coordinate deliverables and meetings.
Maintain schedules, trackers, logs, and status reports; identify risks and issues.
Prepare recurring performance reports, dashboards, and executive briefings.
Monitor contract milestones, funding status, obligations, and periods of performance.
Assist with labor utilization, expenditures, and forecast inputs.
Coordinate vendor and subcontractor activities, onboarding, and invoicing reviews.
Track staffing requirements and coordinate recruiting and access with HR and security.
Organize program reviews, meetings, minutes, and action tracking.
Coordinate travel, site visits, and program events.

Skills

Project coordination

Federal contracts

Communications

Detail-oriented

Data reporting

MS Office

Schedule management

Stakeholder management

Education

Bachelor’s degree in a relevant field

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Teams

SharePoint

Power BI

Job description

COMPANY OVERVIEW

IB3 Global Solutions is a national security company specializing in technical services, strategic advisory services, mission integration, and workforce development that strengthen America's strategic deterrence and counterproliferation enterprise. We support the Department of Energy, Department of War, National Nuclear Security Administration, Department of Homeland Security, and other national security customers through highly specialized technical, analytical, and mission support services.

Our core mission areas include:

Strategic Deterrence & Nuclear Security
Counterproliferation & Threat Reduction
Nuclear Workforce & Mission Readiness
Mission Integration & Decision Advantage

POSITION SUMMARY

IB3 Global Solutions is seeking a Senior Program Operations Specialist to support the planning, coordination, monitoring, and execution of day-to-day operations within its Operational Services Business Unit (OSBU). Working closely with the OSBU Vice President and program managers, this individual will serve as a day-to-day point of contact for customers, prime contractors, and vendors, and will help maintain visibility into project performance, contract requirements, staffing needs, schedules, and operational priorities supporting Department of Energy, Department of Defense/Department of War, and other customers.

The successful candidate will independently manage assigned coordination and analysis activities, consolidate information from multiple sources, prepare clear reports and briefings, understand utilization, funding burn, and forecasts, and follow actions through completion. This is a hands-on role that requires sound judgment, initiative, a willingness to handle detail-level tasks directly, and experience supporting the execution of federal contracts.

ESSENTIAL JOB FUNCTIONS & DUTIES

Support the OSBU Vice President and program managers in planning, coordinating, and monitoring business unit programs, projects, and operational priorities, including tracking action items, preparing read-aheads, and drafting routine correspondence on the Vice President's behalf.
Serve as a day-to-day point of contact for customers, prime contractors, and vendors; respond to routine requests, coordinate deliverables and meetings, and elevate significant issues with recommended next steps.
Maintain integrated schedules, deliverable trackers, action logs, and status reports; identify dependencies, emerging risks, and issues requiring management attention.
Collect, validate, and consolidate program information to prepare recurring performance reports, dashboards, executive briefings, and responses to customer or prime contractor requests, taskers, and data calls.
Coordinate with program managers, Contracts, and Finance to monitor contract execution milestones, reporting requirements, funding status, obligations and burn rates, periods of performance, and upcoming contractual actions (e.g., modifications, option exercises, and incremental funding).
Assist the OSBU VP with reviewing labor utilization, expenditures, and forecast inputs; identify discrepancies and coordinate follow-up with Finance.
Coordinate day-to-day vendor and subcontractor activities, including onboarding, agreements, purchase requests, and invoice and timesheet review, with HR, Contracts and Finance.
Track staffing requirements and coordinate recruiting, onboarding, customer approval, and access-readiness activities with the appropriate corporate functions, including clearance processing, visit requests, and site access with the Facility Security Officer (FSO).
Organize program reviews and operational meetings, prepare agendas and supporting materials, document minutes and decisions, and track assigned actions through completion.
Coordinate travel and logistics for customer meetings, site visits, and program events.
Support program startup, transition, and closeout activities by coordinating requirements, documentation, schedules, and responsible parties.
Maintain organized program records and collaboration tools to support accurate reporting, continuity, and timely access to information.
Identify and implement practical improvements to OSBU reporting, coordination, and operational processes.
Provide project experience summaries and other operational inputs for proposals and new task-order planning, and maintain opportunity and proposal deadline trackers, as assigned.
Coordinate with other IB3 business units and corporate functions as required to support OSBU commitments.

MINIMUM QUALIFICATIONS

At least five (5) years of relevant experience to include experience supporting federal contracts involving DOE/NNSA and/or defense customers, including practical experience with contractor program execution, project coordination, or program management support.
Demonstrated ability to independently coordinate multiple assignments, monitor deadlines, resolve routine issues, and elevate significant concerns with recommended next steps.
Professional, responsive communication skills and comfort serving as a point of contact for customers, prime contractors, and vendors.
Willingness to handle hands-on, detail-level, and administrative tasks alongside higher-visibility work.
Experience preparing program status reports, leadership briefings, and other written products using information from multiple contributors.
Working knowledge of federal contract execution concepts, including statements of work, task orders, deliverables, staffing requirements, funding constraints, and customer reporting.
Knowledge of basic program financials to include understanding utilization and funding burn concepts
Proficiency with Excel, PowerPoint, Word, Teams, and SharePoint.
Strong analytical, organizational, and communication skills, with demonstrated attention to accuracy and follow-through.
At minimum must be eligible for a Top Secret or DOE Q clearance. An active Top Secret or DOE Q clearance is preferred.

EDUCATION AND CERTIFICATION(S) REQUIRED

Bachelor’s degree in a relevant field to include business administration, public administration, project management, finance, national security, or a related discipline.

PREFERRED QUALIFICATIONS

Eight (8) years of relevant experience is preferred
Experience supporting both DOE/NSSA and defense customers, highly desired.
Experience supporting national security, threat reduction, CBRNE defense, mission readiness, or related federal programs.
Experience coordinating across multiple contracts, project teams, or geographically dispersed locations.
Experience at a small or growing government contractor where roles span multiple functions.
Exposure to on-site contractor workforces at government facilities, including Service Contract Act (SCA)-covered positions.
Familiarity with labor utilization, funding burn rates, forecasting, and program performance reporting, and working knowledge of federal contract types and pricing structures, including Firm-Fixed-Price (FFP), Time-and-Materials (T&M), and Cost-Reimbursement contracts, as well as task orders issued under Indefinite-Delivery/Indefinite-Quantity (IDIQ) contracts; ability to apply financial concepts—including direct labor costs, fringe benefits, overhead, general and administrative (G&A) expenses, and wrap rates to support cost analysis and the development of billing rates and proposed profit or fees.
Experience with project scheduling, dashboard, or workflow tools (e.g., MS Project, Smartsheet, or Power BI).
CAPM, PMP, or other relevant professional development certification

WORKING CONDITIONS

Travel may be required to support customer meetings, site visits, or program activities, including occasional travel to IB3 locations in Oak Ridge, TN and Albuquerque, NM.
Participation in conferences, trade shows, and other events may be required in the National Capital Region and other locations.
This is a hybrid position. Remote/work from home will be allowed for up to three days out of the week. Work on-site at the IB3 office in D.C. is expected at least twice a week.
This is a full-time position with an expected 40-hour workweek. IB3 allows flextime within a pay period.
Core working hours are 10:00 AM – 3:00 PM, with flexibility based on program needs.
Work is primarily performed in an office/desk environment, requiring prolonged periods of sitting, computer use, and communication with internal and external stakeholders.

BACKGROUND CHECK & DRUG TEST NOTICE TO APPLICANT

IB3 Global Solutions is a drug-free workplace. Candidates accepting a job offer will be required to pass a pre-employment background investigation and drug screening. The drug screening will involve a 9-panel urine test in compliance with all EEOC and FCRA regulations. Further, all employees are subject to being randomly selected for drug testing without advance notification during their employment. The background investigation may involve verifying or reviewing any of the following relevant information: