A Program Management Assistant (PMA) in the Education & Technical Assistance Programs Division (Human Capital Group) is responsible for Head Start and Early Head Start contract support through employee focused tasks on their assigned projects.  Responsibilities include: employee support and interface, timesheet and expense report monitoring, creating and routing personnel actions, maintaining and updating all tracking spreadsheets and databases that support assigned contracts, submitting and tracking purchase orders, maintaining calendars, etc.

Details include:

Federal Contract Management

• Learns and understands STG’s customers and service offerings, particularly those delivered by the Division supported.
• Continually expands his/her understanding of STG policies, government contracts and industry knowledge.

Employee Advocacy and Outreach

• Serves as the front line representative to all contract employees assigned to resolve employee questions about policy, their own personnel actions, or other administrative matters.
• Contributes to the new hire onboarding process by contacting all new hires and reviewing the new hire check list, resolving any possible on-boarding issues, and training employees on time and expense procedures, etc.
• Is persistent and creative in finding resources to address employee needs.
• Communicates STG policies and standard operating procedures to contract staff.

Administrative Operations

• Initiates and tracks all Personnel Change Notifications on assigned contracts to include pay increase, change in status, termination, promotion, and resignation.
• Accurately supports the maintenance of a Master Personnel Directory.
• Reviews timesheets to ensure all employees are using proper charge codes and updating their timesheets and/or notifying employees of any required changes (to timesheet/charge code).
• Processes employee leave requests, ensures compliance with company policies, notifies employee, and maintains an accurate leave tracking system that corroborates timesheet records.
• Assists employees with expense report completion and/or submission.
• If applicable, maintains equipment or inventory lists in support of managing a virtual workforce that may be telecommuting or working from home.  Troubleshoots related employee issues as required.
• Monitors field personnel travel approvals and arrangements to ensure adherence to corporate policies.
• Maintains and updates various calendars and spreadsheets such as employee performance evaluation calendars and attendance for assigned contract staff.
• Organizes Division conference calls with HQ and field personnel.
• Schedules meetings, takes meeting minutes, tracks and follows up on the closure of action items, reserves conference rooms, coordinates conference calls, photocopies/scans, and other office duties as assigned.
• Reviews, copy-edits, and formats documents.
• Develops high level understanding of the financial tracking and reporting process performed by Account Managers and higher.
• Effectively prepares for meetings and ensures follow up on action items from meetings.
• Seek corporate support as needed to resolve technical, personnel, contractual, or other problems that may arise.
• Utilizes Microsoft Outlook to track staff schedules to ensure awareness of Division communications, staff calendars and meeting deadlines.
• Works closely with an Account Manager or higher to assist with additional tasks such as: security clearance tracking, database management, monthly report development, etc.

Business Development

• Learns the proposal development process by attending proposal meetings and performing basic administrative tasks as assigned (e.g., collecting commitment letters, mapping positon descriptions to appropriate GSA schedule).
• Supports the re-compete process by reviewing past performance and compiling information for proposal team to use in the re-compete process.

Functional/Solutions Expertise

• Begins to gain a functional understanding in at least one area of interest related to the Division he/she supports (e.g., Head Start/Early Head Start)
• Creates and/or updates standard (deliverable) templates to issue to field personnel to promote consistency in STG branding, policy, and service delivery.
• Conducts small-scale research projects in support of the technical and business activities of senior Division members.