Program Director
Job Description
The Program Director (PD) directly reports to the respective area Practice Lead or her designee and will be responsible for accomplishing the program objectives within the scope, schedule, resource, and performance specification constraints of the program and for providing policy/technical expertise, managing program deliverables, managing the grants and project management team, providing quality control over the product development, and positively interfacing with the Client. The PD should also maintain regular communication with the Client Manager (CM).
The Program Director manages the day-to-day workload and schedules to ensure that the grants and project management team is performing accurate project grant reviews (for grant reconciliation, closeout preparation, federal funding compliance, and amendment/version submissions, special issue resolution, etc.), as well as for project design, bidding, and construction management of associated projects on a timely basis and effectively addressing FEMA, HUD, and other federal program eligibility issues. The Program Director adjusts quickly to changing priorities and responds with creative and effective solutions.
Client Responsibilities
- Conduct program kick-off meetings where team members are introduced, and program background, scope and schedule, roles and responsibilities are discussed
- Execute program in accordance with the contract scope of work at a high level of quality, in accordance with the established schedule
- Establish with clients their preferred method of receiving status, reports, and other updates and ensure on-going communication with client. Build and maintain positive client relationships by setting up clear communication in the beginning of a program and maintain it throughout the program
- Understand the clients business and business needs to design effective processes and teams
- Working with the CM, build trust over the long term and create deeper, wider connections with clients
- Identify, document and prioritize scope changes and facilitate approval process with the client and subcontractors as needed, via contract amendments
- Manage client expectations throughout project life-cycle by recording overall goals of the relationship, project-specific objectives, a detailed timeline and an outline of deliverables and by maintaining open and honest communication at all times
- Assist the CM and Sector Leaders and in cross-selling and up-selling capabilities and services, where appropriate
Operations Responsibilities
- Identify scope of project and develop documents outlining key program objectives, goals, plans, requirements, estimates, schedules, and budgets
- Ensure estimates of time, cost, performance level, and materials are accurate and meet program requirements
- Make modifications to plans and schedules as necessary
- Interpret the FEMA, HUD, and other federal agencies policies and procedures as they relate to individual projects and providing recommendations to the project and grants management staff
- Provide recommendations to the client, especially as it relates to overarching project and grant issues that affect multiple projects
- Communicate directly and effectively with FEMA, GOHSEP, HUD, OCD, and any other appropriate funding agency to provide accurate status updates on projects, discuss eligibility issues, and coordinate the evaluation of grant/project scope as needed
- Prepare and participate in quality review checks
- Responsible for coordinating all program communications with internal and external stakeholders
- Manage general project administration including contracts, risk management, billing and accounts receivable
- Responsible for on-going communications and formal project reviews with both the CM and Director of Disaster Recovery Advisory Services
- Manage team members and sub-consultants performance
HR Responsibilities
- Manage the program team by facilitating commitment and productivity, removing obstacles, and motivating team members
- Manage resources and staffing levels within the project(s) to meet project requirements including updating project plans to forecast staffing needs
- Effectively communicate relevant project and task information to all levels of the project staff
- Establish and manage staff performance and expectations, providing performance feedback formally and informally
- Effectively mentor and grow program staff members
- Work with the Director of Disaster Recovery Advisory Services to identify staffing needs, vet candidates, and onboard new team members
- Identify resources needed and mobilize company resources, through liaison with the Director of Disaster Recovery Advisory Services to create program teams capable of completing effective, quality work
- Manages any sub-consultant contracts, sets performance expectations, and ensure quality control and alignment with the rest of the program objectives
Financial Responsibilities
- Responsible for effectively and efficiently estimating, tracking, and reporting project costs
- Responsible for program revenue and profitability
- Working with the CM and Business Management Office, primarily responsible for the timely generation and transmission of invoices, the resolution of any billing issues and with collections efforts, including communicating with the client within 7 to 10 days after transmitting any invoice to confirm that the client has received it and there are no issues
- Manage the Accounts Receivable ledger with the client, including CM to assist in collections of overdue amounts
- Responsible for consultant/sub-consultant team member invoices and managing A/P
- Track and manage time and budget against as-bid baseline
- Responsible for line item approval for program budget expenditures
Position Requirements:
- Organized self-starter with the ability to handle numerous projects and prioritize workload
- Ability to multi-task and manage multiple projects from start to completion, on time and on budget
- Experience in stakeholder management, creating an effective team environment, building strong relationships, negotiation, solving problems and issues, resolving conflicts, managing resources and communicating effectively at all levels of an organization required
- Knowledge or experience with project management tools (project control, tracking and measurement), documentation tools, and reporting tools required
- Knowledge of and experience in applying quality management principles
- Knowledge of and experience in risk management and root cause analysis
- Minimum of 5 years of experience in program management during which at least 2 years experience included working in a lead role on one or more programs
- Bachelor's degree or equivalent experience in technical or business fields
- Knowledge of FEMA, CDBG-DR, and other federal disaster funding programs highly desired
- Professional Registration or Project Management Professional (PMP) certification is desired
CSRS is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.
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