Assistant Program Manager

Overview

Job Title: Assistant Program Manager for Federal Programs (or Government Contracts)

 

An Assistant Program Manager for federal programs role involves assisting the Program Manager in the administration, performance, and compliance of government contracts/programs. This position requires a strong understanding of federal regulations and contract requirements, as well as proven project management and leadership skills. This position is for a Native Hawaiian Organization (NHO)

 

The specific duties will vary depending on the nature of the program assigned (Healthcare, IT, Professional and Administrative, Research and Development (R&D), or any other program that our Native Hawaiian Organization obtains and manages). this may include working hours outside the normal work schedule to accommodate both CONUS and OCONUS programs. 

 

Benefits:Accrued PTO (120 hours annually), Sick Leave (56 hours annually), Medical Insurance, 401(k) Plan, and Additional standard benefits

Responsibilities

Summary

The Assistant Program Manager (APM) supports the Program Manager in overseeing all aspects of a federal contract, from planning and execution to closeout. The APM acts as a key point of contact for government clients, employees, and internal teams, ensuring project performance aligns with contractual obligations, quality standards, and schedule and budget requirements. 

 

Program and contract management

• Serve as an alternate point of contact for the government and Contracting Officer's Representative (COR)/customer.
• Monitor daily operations, staffing, and compliance with the contract across all sites or functional areas.
• Help develop, implement, and track project plans, schedules, and deliverables to ensure they are completed on time and within budget.
• Assist in creating and managing program budgets, financial tracking, and reporting.
• Maintain comprehensive contract files and documentation, ensuring audit-readiness on all employee files.
• Participate in post-award and quarterly program reviews. 
• Ensure that timesheets are adhered to and work collaboratively with all departments to stay compliant with internal and external regulations and policies.

Compliance and risk management

• Ensure that all federal contract expenditures and activities comply with federal funding requirements and regulations.
• Oversee the program's quality control plan and ensure all deliverables meet high standards.
• Oversee the program’s AQLs to ensure exceeding results on CPAR and PPQs.
• Identify potential program risks and issues and assist in developing mitigation strategies and corrective action plans.
• Support the development and coordination of acquisition documentation and reports as required by federal regulations. 

Leadership and communication

• Provide guidance and oversight to program staff, delegating tasks and monitoring performance.
• Resolve escalated issues and serve as a resource for staff on contractual and operational matters.
• Maintain effective communication with stakeholders, including government clients, internal management, and subcontractors.
• Prepare and deliver accurate status reports and presentations to senior leadership and clients. 

Qualifications

Education and experience

• A bachelor's degree in business administration, healthcare administration, public health, or a related field such as administrative services or project management is strongly desired. However, substantial professional experience may be considered as an alternative to formal education.
• A minimum of 7+ years of progressive experience in program or project management, with a significant portion involving federal government contracts.
• Experience with specific regulations, such as DoD, HHS, and VA instructions, is required, depending on the customer. 

Required skills

• Project and program management: Strong organizational, planning, and monitoring skills, (PMP) highly desired.
• Compliance expertise: A thorough understanding of federal acquisition regulations (FAR), government accounting principles, and other relevant compliance rules.
• Communication: Excellent written and verbal communication skills for interacting with clients, staff, and leadership.
• Leadership: Proven ability to manage teams, resolve conflicts, and drive results.
• Problem-solving: Strong analytical and critical thinking skills to address complex managerial and technical challenges.
• Technical pro