Programs Coordinator

Berry Aviation, Inc.•San Marcos, TX

3d•Onsite

About The Position

The Program Coordinator provides a combination of high level analytical and/or technical support pertaining to the day-to-day operations of the BAI Program Management Office (PMO) and the Government Services department. The Program Coordinator is responsible for managing multiple business operations function, administrative activities, database development, optimization of processes, and other related mission critical business functions for the Government Services team. We are looking for a resourceful and efficient organizer who is comfortable handling duties independently and as part of a team. Assuring timely, accurate, thorough and professionally completed work and work products is vital to the success of this position and the PMO office.

Requirements

3 or more years’ experience with government contracts or projects in support of DoD
3 or more years’ experience working Personnel Administration related to Government Programs and Security Clearances
High school diploma or GED
Application and expert knowledge of the PMO’s practices and procedures.
Expert computer skills and highly effective communications skills.
Administrative writing skills for word processing, spreadsheet, database and presentation development.
Knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint, and Access).
Working knowledge of office equipment such as computers, printers and copiers.
Must establish and maintain effective working relationships
Excellent customer service, interpersonal and problem-solving skills.
Excellent time management skills, attention to detail and the ability to prioritize work
Must maintain confidentiality of work-related information and materials.
Strong English communication skills, both written and verbal.
Employee must have the ability to apply common sense understanding to carry out detailed written and oral instructions.

Nice To Haves

Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, SharePoint)
Advanced skills in BAI’s payroll and expense reporting software
Bachelor’s Degree in Business Admin or related field or related experience
Advanced skills in applicable Department of Defense (DOD) computer systems
Experience working DOD Personnel Administration with remote deployed/rotational personnel

Responsibilities

Coordinate the Passport application process for all BAI deployed personnel ensuring they are available and ready for travel to overseas locations
Coordinate the required Visa applications process for deployed personnel ensuring they are available and ready for travel to overseas locations
Coordinate the Visa renewal application process for all BAI personnel including building and maintaining a Visa tracking database
Act as the company’s expert and assistant administrator for the US Government’s Synchronized Pre-Deployment and Operational Tracker (SPOT) system for all deploying personnel
Assist in maintaining a database that ensures all BAI deployed personnel are issued Letters of Authorization (LOAs) through the SPOT including sustaining ongoing communications and process flow with Government approving authorities at USTRANSCOM.
Act as the company’s assistant administrator for the US Governments Trusted Associate Sponsorship System (TASS) system for all deploying personnel
Assist in maintaining a database that ensures all BAI deployed personnel are issued Common Access Cards (CAC) in the TASS system including sustaining ongoing communications and process flow with Government/Customer approving authorities. .
Assist in managing job candidates in the BAI Aviation Applicant Tracking System application website at the direction of the PMO
Assist the PMO in recruiting employee candidates for new and existing job openings and maintain accurate database of active job candidates for all positions being hired.
Update and track the scheduled deployments of BAI personnel, ensuring all schedules and subsequent changes are accurately reflected in BAI’s scheduling software.
Coordinate with Program Managers (PMs) and HR on the submission of job requisitions, job postings and applicant tracking on the BAI website.
Coordinate with the PMs to screen for minimum qualifications of candidates that apply and schedule first round interviews for qualified candidates.
Manage the information flow and optimize processes between HR, Travel, IT, training department and Program Management staff for the following: develop and administer new hire briefings, onboarding procedures, schedule new hire orientations, including the coordination of travel for new hire personnel, collect and maintain a database that captures all critical PI employment information and manage the termination processes for all Government Services personnel.
Manage employee deployment schedules and coordinate with the training office for scheduling training of all Government Services personnel
Update and track training and deployment schedules for all Government Services Sub-contractor personnel
Develop, manage and maintain a database to track and share OCONUS employees travel itineraries as issued by the Travel Department among the Program Management group.
In coordination with the PMO staff, develop and administer policy and approve expense and per diem submission for all Government Services personnel as well as acting as the PMOs SME on the use and administration of the CONCUR expense reporting software.
In coordination with the PMO staff, develop, administer and approve the payroll process and procedures for all Government Services personnel, verifying dates reflected in BAI’s scheduling software accurately reflect each day worked, justifies special pay categories (i.e., extension, IOE, travel or theater pay). Act as the PMOs SME on the use and administration of the PAYCOM payroll reporting software.
Other duties assigned by the PMO or Senior Director of Government Services.