Senior Program Operations Specialist

IB3 Global Solutions•Washington, DC

2d•Hybrid

About The Position

IB3 Global Solutions is seeking a Senior Program Operations Specialist to support the planning, coordination, monitoring, and execution of day-to-day operations within its Operational Services Business Unit (OSBU). Working closely with the OSBU Vice President and program managers, the specialist serves as a day-to-day point of contact for customers, prime contractors, and vendors, and helps maintain visibility into project performance, contract requirements, staffing needs, schedules, and operational priorities for Department of Energy, Department of Defense/Department of War, and other customers. The role independently manages assigned coordination and analysis activities, consolidates information from multiple sources, prepares reports and briefings, monitors utilization, funding burn, and forecasts, and follows actions through completion. It requires sound judgment, initiative, attention to detail, and experience supporting the execution of federal contracts. This is a hybrid, full-time position based at the IB3 office in Washington, D.C. Remote work is allowed up to three days per week, with on-site work expected at least twice a week. The expected workweek is 40 hours, with flextime within a pay period and core working hours of 10:00 AM–3:00 PM, subject to program needs. Travel may be required for customer meetings, site visits, program activities, and events, including occasional travel to Oak Ridge, Tennessee, and Albuquerque, New Mexico. Work is primarily in an office or desk environment and involves prolonged sitting, computer use, and communication with internal and external stakeholders.

Requirements

At least five years of relevant experience, including supporting federal contracts involving DOE/NNSA and/or defense customers, with practical experience in contractor program execution, project coordination, or program management support.
Ability to independently coordinate multiple assignments, monitor deadlines, resolve routine issues, and elevate significant concerns with recommended next steps.
Professional, responsive communication skills and comfort serving as a point of contact for customers, prime contractors, and vendors.
Willingness to handle hands-on, detail-level, and administrative tasks alongside higher-visibility work.
Experience preparing program status reports, leadership briefings, and other written products using information from multiple contributors.
Working knowledge of federal contract execution concepts, including statements of work, task orders, deliverables, staffing requirements, funding constraints, and customer reporting.
Knowledge of basic program financials, including utilization and funding burn concepts.
Proficiency with Excel, PowerPoint, Word, Teams, and SharePoint.
Strong analytical, organizational, and communication skills, with demonstrated attention to accuracy and follow-through.
Must be eligible for at least a Top Secret or DOE Q clearance.
Bachelor’s degree in a relevant field such as business administration, public administration, project management, finance, national security, or a related discipline.

Nice To Haves

Eight years of relevant experience.
Experience supporting both DOE/NNSA and defense customers.
Experience supporting national security, threat reduction, CBRNE defense, mission readiness, or related federal programs.
Experience coordinating across multiple contracts, project teams, or geographically dispersed locations.
Experience at a small or growing government contractor where roles span multiple functions.
Exposure to on-site contractor workforces at government facilities, including Service Contract Act-covered positions.
Familiarity with labor utilization, funding burn rates, forecasting, and program performance reporting.
Working knowledge of federal contract types and pricing structures, including Firm-Fixed-Price, Time-and-Materials, and Cost-Reimbursement contracts, and task orders under Indefinite-Delivery/Indefinite-Quantity contracts.
Ability to apply financial concepts—including direct labor costs, fringe benefits, overhead, general and administrative expenses, and wrap rates—to support cost analysis and the development of billing rates and proposed profit or fees.
Experience with project scheduling, dashboard, or workflow tools such as MS Project, Smartsheet, or Power BI.
CAPM, PMP, or other relevant professional development certification.
An active Top Secret or DOE Q clearance.

Responsibilities

Support the OSBU Vice President and program managers in planning, coordinating, and monitoring programs, projects, and operational priorities; track action items, prepare read-aheads, and draft routine correspondence on the Vice President’s behalf.
Serve as a day-to-day point of contact for customers, prime contractors, and vendors; respond to routine requests, coordinate deliverables and meetings, and elevate significant issues with recommended next steps.
Maintain integrated schedules, deliverable trackers, action logs, and status reports; identify dependencies, emerging risks, and issues requiring management attention.
Collect, validate, and consolidate program information for recurring performance reports, dashboards, executive briefings, and responses to customer or prime contractor requests, taskers, and data calls.
Coordinate with program managers, Contracts, and Finance to monitor contract milestones, reporting requirements, funding status, obligations and burn rates, periods of performance, and upcoming contractual actions.
Assist the OSBU Vice President with reviewing labor utilization, expenditures, and forecast inputs; identify discrepancies and coordinate follow-up with Finance.
Coordinate vendor and subcontractor activities, including onboarding, agreements, purchase requests, and invoice and timesheet review, with HR, Contracts, and Finance.
Track staffing requirements and coordinate recruiting, onboarding, customer approval, and access-readiness activities, including clearance processing, visit requests, and site access with the Facility Security Officer.
Organize program reviews and operational meetings; prepare agendas and supporting materials, document minutes and decisions, and track assigned actions through completion.
Coordinate travel and logistics for customer meetings, site visits, and program events.
Support program startup, transition, and closeout by coordinating requirements, documentation, schedules, and responsible parties.
Maintain organized program records and collaboration tools to support accurate reporting, continuity, and timely access to information.
Identify and implement practical improvements to OSBU reporting, coordination, and operational processes.
Provide project experience summaries and other operational inputs for proposals and new task-order planning; maintain opportunity and proposal deadline trackers as assigned.
Coordinate with other IB3 business units and corporate functions as needed to support OSBU commitments.