Summary

All Native Group is seeking a Management and Program Analyst to provide skilled administrative analytical and evaluative work related to program operations and, management and organizational efficiency and productivity for the Managing Director of Operational Medicine (MED/DMD/OM) and his subordinate offices, Office of Protective Medicine (MED/DMD/OM/PM) and the Office of Strategic Medical Preparedness (MED/DMD/OM/SMP). The Management and Program Analyst is responsible for performing the following duties: review and analyze procedures and operating policies to assess their effectiveness; provide evaluations, information, and written recommendations to effectively manage administrative operations; study, interpret, develop, and implement new and existing administrative directives; respond to inquiries; research and resolve problems; analyze reports; interface with DOS program participants, Office Directors and high level contractor personnel; attend weekly meetings to plan overall program management strategy; attend inter-agency meetings addressing program issues; process program related documents and analyze and produce program reports; perform miscellaneous audits; develop and maintain program databases and master files; instruct mid-level administrators and program users on procedures and policies and; address and solve program issues/problems.

Essential Functions

Organizational Studies and Budget Support

• Plans and conducts studies for efficiency of operations of Bureau organizations ranging from single units to the Directorate level, including any overseas or otherwise geographically separated organizational entities by means of personal interviews, on-site observation, and study of documentation, notes work load, work flow, processes, methods, turnaround time on transactions, complicating factors beyond the immediate control of the organization studied, findings of prior Departmental or outside management audits, and feedback from client organizations in order to evaluate the organizational entity’s efficiency.
• Fields research questions from OM staff, conducting in-depth research of authoritative publications, the Foreign Affairs Manuals and Handbooks, the Code of Federal Regulations, and other relevant sources to address inquiries from OM staff, drafting well-written special one-time reports or issue summaries.
• Adjusts the scope and focus of studies based on management’s directions to either select specific problematic organizational entities or operations or conduct broader surveys to verify the adequacy of current staffing levels and competencies.
• Drafts reports of findings and offers recommendations for improvements in the organization’s structure, staffing level and distribution, occupational competencies, work methods, procedures, or other factors as appropriate.
• Works in collaboration with Bureau and human resources personnel to resolve administrative matters for MED/DMD/OM personnel.
• Assists in developing annual budget and mid-year budget review, contacts vendors for price quotes, conducts online pricing research for required materials, and drafts explanatory materials/justification to accompany budget submissions.
• Ensures assigned project/accounts are within original budget estimates, monitors cost expenditures, maintains current expenditure balance, and alerts the Program Manager of potential cost overruns.
• Liaises with the Office of the Executive Director and supported units to facilitate the reimbursement of funds between bureaus; keeps records of reimbursable transactions (e.g., travel, time and attendance); and complies data/reports necessary to facilitate the transfer of funds.
• Designs and administers planning and controls for submission of data, including forming the basis of budget and program resource requests and decisions.
• Conducts financial and budget reviews and/or estimates for designated MED/DMD/OM programs/projects.

Policy Analysis, Management and Counsel

• Completes comprehensive organization or business process reviews (on a quantitative or qualitative basis) to evaluate assigned MED/DMD/OM projects, identifying measures to increase organizational effectiveness and efficiency by improving operational methods, manpower utilization, functional alignment, and distribution of work.
• Manages a portfolio of MED/DMD/OM programs/projects, responsible for tracking workflow, work assignments, conflicts, and deadlines, and accepts responsibility for bringing matters to completion and achieving required results.
• Develops central level management policy and procedures for MED/DMD/OM projects while developing plans based on broad strategic support requirements and condensing strategic objectives into operational concepts, standards, procedures, and executable tasks.
• Identifies legal implications of applicable statutes, procurement authorities, international agreements, regulations, and Foreign Affairs Manual provisions that impact MED/DMD/OM programs/projects, explaining their effect on MED/DMD/OM programs/projects.
• Performs fact-finding and research on a wide variety of topical issues necessary to complete special projects.
• Formulates first draft responses to myriad senior level inquiries.
• Duties may entail analysis of complex problems, defining functional requirements, resource allocation, operations research, logistics modeling and process analysis and design.
• Manages assigned programs/projects from inception through completion.
• Builds positive customer relations and creates new business processes, procedures, techniques, and systems that relate to the assigned program/project.
• Develops novel approaches to overcome obstacles to MED/DMD/OM projects in support of expeditionary medicine activities, applying research skills and professional approaches to identify, analyze, and solve challenges.
• Exercises initiative and creativity, recognizing and advising MED/DMD/OM personnel of areas of deficiency, potential problems, trends or similar factors of interest and develops innovative recommendations to strengthen identified issues.
• Assists higher level staff in reviewing and evaluating bureau and intra-bureau policies, procedures, and existing guidelines that impact MED/DMD/OM projects.

Program Planning, Implementation, and Coordination

• Evaluates program planning and evaluation for emergency medical preparedness initiatives, management of strategic medical stockpiles, and serves as the focal point within MED/DMD/OM for coordinating both operational aspects of medical preparedness and medical response.
• Responsible for directing, implementing, coordinating, or overseeing one or more of a variety of management programs impacting MED/DMD/OM (e.g., annual and strategic program planning, program budgeting, acquisition planning and administration, mandatory periodic reports to Congress or other external oversight organizations). Interprets government-wide legislation and regulations as well as Departmental policies affecting areas of responsibility and assesses their impact on MED/DMD/OM program activities.
• Takes or recommends actions to achieve organizational objectives and recommends future program objectives and improvements.
• Plans and conducts special studies, personally or through team members, provides advice to managers of headquarters functions, and develops and evaluates policies in assigned areas of responsibility.
• Receives guidance from and coordinates efforts with appropriate organizations at the Departmental level (e.g., central authorities for Program and Policy Planning, Budgeting, Acquisition, and Legislative Affairs).
• Plans, conducts or participates in special studies as part of teams or task forces and provides assistance to the Department, the bureau, domestic organizations outside Washington, DC, and overseas posts.

Planning/Evaluation Systems Development and Management

• Organizes and leads meetings with the MED/DMD/OM management team in order to persuade or negotiate acceptance and readiness.
• Recommends solutions mentation of recommendations for new or modified information systems, where the proposals involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activities under evaluation.
• Analyzes logistics policies, procedures, inventory processes, supply management information systems, logistics warehousing capabilities, pharmaceutical efficacy, and capacity/capability and process improvements to their respective Office Director.
• Responsible for developing, implementing, and monitoring sophisticated management information systems that focus on MED/DMD/OM’s progress in executing long and short range plans, implementing policies, and managing programs by tracking the accomplishment of goals, objectives and priorities established by statutes, executive orders, the Department, the Under Secretary, or Assistant Secretary.
• Ensures that accurate, appropriately concise and timely information is provided to executive management and policy officials.
• Plans, develops, and coordinates planning management through briefings, presentations \and conferences for executive management.

Competencies

• Ability to act as a subject matter expert in administrative and programmatic software, including
  • Global Employment Management System (GEMS), Automated Classification Recruitment Solution (ACRS),
  • Integrated Logistics Management System (ILMS),
  • Microsoft Office,
  • Microsoft SharePoint,
  • Google Earth,
  • Adobe Acrobat
• Ability to work independently and maintain a close and highly responsive relationship to the day-to-day administrative and programmatic activities of the MED/DMD/OM as a whole.

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.

Travel Required:

Infrequent domestic and overseas travel for short periods of time may be required 

Experience

• Experience working in a similar capacity in a private sector, military organization, or federal agency

Education

• Bachelor’s degree preferred

Additional Eligibility Qualifications

• None

Security Clearance

A Secret clearance is required top secret preferred

AAP/EEO Statement

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.