DEPUTY PROGRAM MANAGER (DPM)

Description

The Deputy Program Manager (DPM) supports the Program Manager in the overall management, coordination, and execution of the Overseas Training Facilities Management (OTFM) contract and its associated task orders supporting the U.S. Department of State. The DPM plays a key role in managing daily program operations, coordinating personnel and subcontractor activities, monitoring contract performance, and ensuring timely execution of contractual requirements across multiple international locations. Working closely with the PM, the DPM serves as a primary point of coordination between the Program Management Office (PMO), government stakeholders, corporate support departments, subcontractors, and in-country personnel.

The position requires a proactive, solutions-oriented individual capable of managing multiple priorities, addressing operational challenges, and supporting mission requirements in a dynamic international environment. The DPM reports directly to the PM and is authorized to act on behalf of the PM during periods of absence, within established company policies and delegated authority.

Primary Responsibilities

1. Program Management and Operations

- Assist the PM in the daily management and execution of the OTFM contract and subordinate task orders.
- Coordinate and oversee program activities across multiple international locations, ensuring operational requirements and contractual deliverables are met.
- Serve as the PM's primary backup and assume delegated program management responsibilities during PM absences.
- Monitor ongoing program activities, identify potential challenges, and recommend practical solutions to maintain mission continuity.
- Coordinate with ATA Program Managers, Regional Program Managers (RPMs), Government Technical Monitors (GTMs), and other government representatives as directed by the PM.
- Support the development and implementation of program policies, procedures, and operational improvements.
- Maintain awareness of country-specific requirements, operational constraints, and emerging program needs.
- Support the PM in prioritizing resources, personnel, and operational activities to meet client requirements.

2. Contract Administration and Compliance

- Assist in managing contract requirements, task orders, modifications, contract line item numbers (CLINs), and associated deliverables.
- Monitor contract performance to ensure compliance with applicable contractual requirements, company policies, and government regulations.
- Coordinate with the Contracting Officer (CO), Contracting Officer's Representative (COR), and other authorized government representatives as directed by the PM.
- Organize, prepare, and maintain contract documentation, reports, correspondence, and deliverable submissions.
- Assist in tracking contract periods of performance (POP), funding limitations, option-year transitions, and contract closeout activities.
- Support preparation and review of statements of work (SOWs), requests for quotes (RFQs), procurement documentation, and contract modification requests.
- Coordinate with corporate contracts, procurement, finance, and legal departments to ensure appropriate contract administration and compliance.
- Identify and elevate potential contractual risks or performance concerns to the PM.

3. Financial Management and Procurement Support

- Assist the PM in monitoring program budgets, expenditures, funding availability, and financial performance.
- Coordinate with finance and procurement personnel regarding purchase orders (POs), subcontractor invoices, vendor payments, and other program expenses.
- Support the development of cost estimates, rough orders of magnitude (ROMs), and pricing for new or modified requirements.
- Track program expenditures against authorized funding and identify potential funding shortfalls.
- Assist in reviewing subcontractor pricing, procurement requirements, and supporting documentation.
- Coordinate travel-related expenses, logistical support costs, and other direct costs (ODCs) associated with contract performance.
- Support monthly invoicing and verification of completed contract deliverables.
- Assist the PM with financial reporting, budget forecasting, and contract funding requests.

4. Personnel Management, Human Resources, and Recruiting

- Coordinate with corporate Human Resources (HR) and recruiting departments to support staffing requirements across the OTFM program.
- Maintain and update personnel rosters, staffing reports, and position status tracking, including vacancies, new hires, resignations, terminations, and position changes.
- Coordinate recruiting activities, candidate evaluations, and preliminary interviews as required.
- Support employee onboarding, orientation, and coordination with government representatives.
- Assist in resolving employee-related issues involving compensation, leave, benefits, performance, and other HR matters.
- Monitor personnel assignments, position requirements, and labor category compliance.
- Coordinate personnel transitions associated with new task orders, contract modifications, and option-year changes.
- Support employee retention initiatives and professional development opportunities.
- Coordinate with corporate security personnel to ensure compliance with applicable personnel security and clearance requirements.

5. Subcontractor and Vendor Coordination

- Assist the PM in coordinating subcontractor and vendor activities supporting OTFM operations worldwide.
- Monitor subcontractor performance, schedules, deliverables, and responsiveness to program requirements.
- Coordinate with subcontractors regarding pricing, procurement, logistics, staffing, construction, and facility support requirements.
- Support the review of subcontractor statements of work, quotes, invoices, and performance documentation.
- Track vendor deliverables and identify potential schedule, cost, or performance concerns.
- Facilitate communication between subcontractors, the PMO, corporate departments, and government representatives.
- Assist in resolving operational challenges involving subcontractor performance and execution.

6. Facilities, Construction, and Logistics Support

- Support the PM in coordinating overseas training facility operations, maintenance, improvements, and construction-related activities.
- Assist in monitoring project schedules, milestones, and deliverable completion for facility and construction requirements.
- Coordinate with in-country personnel, subcontractors, and government representatives regarding facility needs and project status.
- Support the review of construction progress reports, inspection documentation, and completion certifications.
- Assist in coordinating logistical requirements involving equipment, materials, transportation, and international shipments.
- Identify potential operational, safety, schedule, and logistical concerns and elevate them to the PM.
- Support planning and execution of new facility requirements, expansions, and program transitions.

7. Reporting, Data Analysis, and Program Documentation

- Prepare and maintain weekly, monthly, and ad hoc program reports as required.
- Track personnel status, contract deliverables, procurement actions, financial performance, and operational milestones.
- Analyze program data to identify trends, potential risks, inefficiencies, and opportunities for improvement.
- Maintain accurate program records, trackers, and supporting documentation.
- Develop and maintain spreadsheets, dashboards, and other tools to improve program visibility and decision-making.
- Coordinate the collection of information from program personnel, subcontractors, and corporate departments.
- Prepare reports, briefings, and presentations for PM review and submission to government or corporate leadership.
- Ensure timely and accurate communication of significant program developments.

8. Client Relations and Stakeholder Coordination

- Maintain effective working relationships with ATA and SPEAR Program Management, Operations, and senior leadership, as applicable to assigned OTFM requirements.
- Communicate professionally and proactively with government stakeholders, subcontractors, and internal corporate personnel.
- Participate in program meetings, operational discussions, and planning sessions.
- Coordinate responses to government requests for information, operational updates, and emerging requirements.
- Assist the PM in identifying client needs and developing practical, cost-effective solutions.
- Support positive client relationships through responsiveness, transparency, and consistent contract performance.
- Represent the PMO in meetings and discussions when designated by the PM.

Requirements

Exercise Planning and Travel Demands

ELLIPSE planning may include at least three planning conferences (typically 3–5 days each), three site surveys/visits (typically 3–5 days each), a scripting conference (approximately 7–10 days), and an exercise execution cycle (approximately 10–21 days). Short-notice domestic and international temporary duty travel may be required, including extended assignments in austere or dangerous environments with limited amenities. Minimum 25% of the time is travel.

Required Qualifications

• Bachelor’s degree or equivalent experience, with at least three years of experience supporting comparable counterterrorism programs.

• Ten years of experience in strategy development and/or operational planning.

• At least three years of experience at senior levels of the Department of State, DoD, DOJ, Intelligence Community, DHS, or an equivalent organization, including analytical products and engagement with general/flag officer-equivalent senior leaders.

• Expert knowledge of Department of State, DoD, and interagency missions, organizational relationships, and their roles in FEST operations.

• Knowledge of Presidential Policy Directives or similar policy frameworks, particularly PPD-1, PPD-25, and PPD-30.

• Knowledge of applicable authorities, domestic and international laws, agency roles, and logistics coordination for FEST mission execution.

• Understanding of intra-agency and interagency crisis-response planning and execution, including coordination with U.S. Government, private-sector, and foreign partners.

• Excellent oral and written communication, policy interpretation, liaison, briefing, reporting, and recommendation-development skills.

• Ability to establish operational plans and policy objectives, advise senior leaders, and build effective relationships across military, civilian, government, and contractor organizations.

• Ability and willingness to undertake short-notice CONUS/OCONUS travel to high-risk or austere locations for extended periods.

• Valid personal passport with at least 9 months remaining validity.

Desired Qualifications

• Master’s degree in any field.

• Advanced planning education equivalent to JPME II, SAMS/SAW, or BSAP.

• Experience serving on a Special Operations Forces staff and working with interagency organizations.

• Five years of senior-level experience in State, DoD, DOJ, IC, DHS, or equivalent organizations, including direct involvement with U.S. Special Operations Command (SOCOM) or Joint Special Operations Command (JSOC).

• Extensive experience briefing and engaging General Officers, Senior Foreign Service officers, or Senior Executive Service leaders.

• Demonstrated advanced writing skills, including published articles, studies, or substantive analytical reports.

• Recent subject-matter expertise within the FBI Counterterrorism Division or Weapons of Mass Destruction Directorate; overseas Legal Attaché experience is highly desirable.

Security Clearance and Access Requirements

• Active Top Secret clearance with Sensitive Compartmented Information (SCI) eligibility at assignment start; maintain all government-required clearance levels throughout contract performance.

• Access to SCI and other controlled or classified information, including SAP, NATO, FOUO, and Focal Point material, as authorized and required by the government.

• Ability to use authorized government-facility networks and systems, including OPENET, CLASSNET, FP//ACCM, JWICS, and SAP systems, subject to applicable approvals and access controls.

• Potential requirement for Special Access Program (SAP) access at government discretion.

• Eligibility for COR-approved designation to transport or courier classified information up to Top Secret and use secure communications equipment in performance of official duties.

This position description summarizes principal duties and qualifications and is not intended to limit other duties assigned in support of contract requirements.