Program Support Analyst

Program Support Analyst 

Position Summary

We are seeking a detail-oriented Program Support Analyst I to provide project coordination, documentation, financial tracking, and administrative support to project managers and senior analysts. The successful candidate will help ensure projects remain on schedule, within scope, and aligned with budgetary and organizational requirements.

This role involves maintaining project plans, tracking milestones and deliverables, reviewing contract and financial documentation, preparing status reports, and coordinating project activities across multiple teams. The analyst may support one or more headquarters offices and will work under the direction of a project manager or senior analyst.

Key Responsibilities

• Project Planning and Coordination
  • Support project managers with day-to-day project planning, coordination, and execution activities.
  • Assist in developing and maintaining project plans, schedules, and work breakdown structures using Microsoft Project.
  • Monitor project milestones, deliverables, action items, and deadlines, escalating potential delays to project leadership.
  • Coordinate meetings, prepare agendas, document meeting minutes, and track decisions and follow-up actions.
• Project Documentation and Reporting
  • Prepare and maintain project documentation, including project plans, schedules, status reports, decision logs, and change records.
  • Organize and maintain project files, records, and documentation using SharePoint and Microsoft Teams.
  • Prepare professional project communications and reports using established organizational templates and Department writing standards.
  • Ensure project documentation is accurate, complete, properly formatted, and maintained.
• Contract and Financial Support
  • Review contract documentation and project financial information to verify alignment with approved scope and budgets.
  • Track project expenditures against allocated budgets and assist with financial reconciliation.
  • Identify discrepancies in contract or financial records and communicate findings to project managers.
• Project Monitoring and Evaluation
  • Monitor project activities and collect regular status updates from project stakeholders and team members.
  • Evaluate completed activities against project objectives, timelines, and deliverables.
  • Prepare findings, progress updates, and recommendations for project management review.
  • Identify potential project risks, issues, and delays and escalate them through appropriate channels.
  • Support compliance with organizational policies, federal regulations, executive orders, and applicable passport program requirements.

Requirements

<>Required Qualifications

• Minimum 3 years of experience in program support, project coordination, or project management support.
• Bachelor's degree or 7 years of relevant professional experience in lieu of a degree.
• Working proficiency in Microsoft Project, Excel, Word, PowerPoint, Outlook, and Teams.
• Active SECRET security clearance issued by DCSA.
• Ability to work full-time onsite in Washington, DC.

<>Preferred Qualifications

• Experience supporting federal civilian agencies, preferably the Department of State.
• Certified Associate in Project Management (CAPM) certification or currently pursuing certification.
• Familiarity with Agile or SAFe project environments.
• Knowledge of ISO 9001 quality management practices.
• Experience with SharePoint, Microsoft Visio, or Power BI.

<>Knowledge, Skills, and Abilities

• Project planning, coordination, and monitoring.
• Strong organizational and multitasking abilities.
• Excellent attention to detail and documentation management.
• Clear, accurate business writing and reporting skills.
• Ability to coordinate with multiple stakeholders and follow up on pending activities.
• Contract and budget tracking capabilities.
• Ability to handle sensitive information and personally identifiable information (PII) in accordance with Privacy Act requirements.
• Strong communication, analytical, and problem-solving skills.

<>Work Environment

• Full-time onsite position in Washington, DC.
• Professional federal office environment with business dress expectations.
• Government-furnished laptop and equipment.
• Telework may be permitted only with program-specific approval.