Federal Project Analyst - Process Documentation Analyst

Process Documentation and Program Support Coordinator

Oracle Health Government Services is seeking a highly organized and detail-oriented Process Documentation and Program Support Coordinator to support our mission-driven organization. This position plays a key role in documenting, organizing, maintaining, and coordinating operational processes while providing program management and administrative support for our Federal client's Electronic Health Modernization efforts.

The Process Documentation and Program Support Coordinator is responsible for understanding existing business and operational processes, translating those processes into clear and standardized documentation, and helping teams establish consistent procedures, workflows, and supporting materials. The role works closely with managers, program leads, project managers, subject matter experts, resource analysts, and other stakeholders to gather information, identify process gaps, coordinate updates, and ensure documentation remains accurate and current.

The position also provides general program coordination support, including maintaining trackers, coordinating meetings and follow-up activities, monitoring action items, organizing program information, and assisting leadership with recurring operational needs.

As business needs require, this position may also provide additional support to the Staffing Coordinator and Staffing Manager. Staffing-related responsibilities are intended to supplement the position's primary process documentation and program support functions and may include assisting with staffing coordination, workforce tracking, onboarding activities, and other staffing-related administrative responsibilities.

This position requires strong organizational skills, attention to detail, communication, documentation expertise, and the ability to manage multiple workstreams within a highly regulated Federal environment.

Key Responsibilities

Process Documentation and Process Coordination

• Develop, organize, maintain, and update process documentation, standard operating procedures, work instructions, workflows, job aids, templates, checklists, and related program documentation.
• Meet with process owners, subject matter experts, managers, and other stakeholders to understand existing processes and translate complex activities into clear, structured, and easy-to-follow documentation.
• Document current-state and future-state processes and assist with identifying process gaps, inconsistencies, dependencies, and opportunities for improvement.
• Help establish standardized documentation formats, templates, naming conventions, and documentation practices across teams.
• Maintain organized documentation repositories and support appropriate version control and document-management practices.
• Coordinate reviews and approvals of process documentation with appropriate stakeholders and ensure requested updates are incorporated in a timely manner.
• Track process changes, decisions, dependencies, outstanding documentation needs, and required approvals.
• Support the development and coordination of new processes as program requirements, organizational responsibilities, or operational needs evolve.
• Assist teams in organizing processes that may currently be informal, inconsistent, or distributed across multiple individuals or groups.
• Coordinate across teams when a process involves multiple organizations, functions, or stakeholders.
• Help ensure documented processes identify appropriate roles, responsibilities, handoffs, dependencies, inputs, outputs, and escalation paths.
• Periodically review existing documentation to identify outdated information and coordinate updates with process owners.

Program Support and Coordination

• Provide program management and coordination support to program and functional leadership.
• Maintain program trackers, action-item logs, decision logs, schedules, status information, and other supporting documentation.
• Coordinate meetings, including scheduling, agenda preparation, meeting materials, meeting notes, and follow-up activities.
• Track action items and follow up with responsible stakeholders to support timely completion.
• Assist with preparing status updates, reports, presentations, leadership materials, and other recurring program deliverables.
• Coordinate information across project managers, functional leads, analysts, subject matter experts, and other stakeholders.
• Help identify documentation gaps, operational risks, dependencies, scheduling concerns, and unresolved actions and escalate them to appropriate leadership when necessary.
• Support the organization and maintenance of program records to ensure information is accurate, current, traceable, and accessible.
• Assist with special projects, data collection, process improvement efforts, operational reviews, and other program activities as assigned.
• Provide administrative and coordination support to the Staffing Manager and other designated program leaders as needed.

Staffing Coordination Support, As Needed

Based on workload, program priorities, or coverage needs, this position may be asked to assist the Staffing Coordinator and Staffing Manager with staffing-related activities. These responsibilities may include:

• Assist with coordinating and tracking subcontractor onboarding, extensions, offboarding, and other staffing lifecycle activities.
• Support the maintenance of staffing assignments, resource availability information, and workforce-readiness documentation.
• Assist with creating and maintaining staffing spreadsheets, resource trackers, staffing rosters, and related documentation.
• Support designated Oracle onboarding activities and help track completion of required onboarding steps.
• Assist with collecting staffing information from project managers, resource analysts, managers, subcontractors, reporting teams, and other stakeholders.
• Help monitor outstanding staffing actions and follow up with appropriate stakeholders to obtain required information or documentation.
• Assist with identifying potential staffing risks, resource constraints, incomplete documentation, or delayed staffing actions and escalate concerns to the Staffing Coordinator or Staffing Manager.
• Support recurring staffing, Integration-team, resource-management, and workforce meetings as requested.
• Assist with preparing staffing reports, resource summaries, status updates, and leadership materials.
• Provide coverage for selected Staffing Coordinator responsibilities when additional support is needed.
• Support other staffing, workforce-management, onboarding, and resource-coordination activities as assigned by the Staffing Manager.

Qualifications

• Strong ability to understand business and operational processes and translate them into clear, organized documentation.
• Strong written communication skills with the ability to create professional procedures, workflows, job aids, instructions, and other business documentation.
• Excellent organizational, coordination, and follow-up skills.
• Strong attention to detail and commitment to maintaining accurate documentation and data.
• Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• Ability to gather information from multiple stakeholders and organize it into logical, repeatable processes.
• Strong interpersonal skills and ability to work effectively with managers, project managers, analysts, subject matter experts, subcontractors, and leadership.
• Ability to facilitate information gathering, ask appropriate questions, and follow up to resolve gaps or obtain required inputs.
• Ability to work independently while recognizing when issues, risks, or decisions should be escalated.
• Working knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to work effectively in a fast-paced, highly regulated Federal environment.

Preferred Qualifications

• Familiarity with SharePoint, Confluence, Jira, Smartsheet, Visio, or similar documentation, workflow, collaboration, and project-management tools.
• Knowledge of process mapping, standard operating procedures, continuous improvement, or business process management concepts.
• Familiarity with project or program management practices.
• Knowledge of staffing, resource management, onboarding, workforce planning, or subcontractor coordination processes.
• Experience supporting cross-functional teams or large programs involving multiple organizations and stakeholders.

Key Competencies

The successful candidate will be able to take loosely defined, complex, or undocumented activities and turn them into organized and repeatable processes. The individual should be comfortable asking questions, gathering information from multiple sources, organizing details, documenting decisions, coordinating across teams, and following through on outstanding actions.

The candidate should demonstrate strong judgment, professionalism, adaptability, initiative, and attention to detail. They should be capable of working independently on documentation assignments while also functioning as a collaborative member of a broader program and operations team.

Experience

• Approximately 2-5 years of professional experience in process documentation, business operations, project coordination, program support, process improvement, technical documentation, or a related field.
• Experience developing or maintaining standard operating procedures, process documents, work instructions, workflows, job aids, or similar operational documentation.
• Experience working with subject matter experts and stakeholders to gather, organize, validate, and document business or operational processes.
• Experience providing project or program coordination support, including maintaining trackers, managing action items, preparing meeting materials, coordinating follow-up activities, or supporting status reporting.
• Experience managing multiple assignments and priorities in a deadline-driven environment.
• Experience using Microsoft Word, Excel, PowerPoint, Outlook, Teams, and related productivity tools.
• Experience supporting staffing, resource management, onboarding, workforce planning, or subcontractor coordination is preferred but not required.
• Experience supporting Federal government, healthcare, technology implementation, consulting, or other large-scale programs is preferred.

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