Program/Project Administrator - 30347 in Rome, NY at Alion Science and Technology

Date Posted: 8/11/2019

Job Snapshot

Job Description



Under immediate supervision of a Project or Program Manager, assists program/project management staff in the tracking and administration of contractual commitments of limited complexity. May track key project tasks, monitor project deliverables and timelines, organize project related meetings and develop reports and other deliverables as assigned.  Candidate must have a versatile skill-set and be willing to take on new challenges to support efforts in Finance, Subcontracts, Procurement and Human Capital. As well you will assist with other Administrative task as directed by the Operation and its' Managers.

Assists in the preparation of management plans and reports.

Assists with the Development of procurement initiation documentation, including request memoranda, Statements of Work, supply lists, personnel qualifications, justifications, and modifications.

Coordinates schedules to facilitate completion of proposals, contract deliverables, task order review, briefings/presentations, and IPR preparation.

Assists in the analysis, development, and review of program administrative operating procedures.

Responsible for developing, drafting, writing, and editing reports, briefs, speeches, proposals, and other documents of limited complexity in support of a client's requirements.

Interfaces with personnel to coordinate meetings and events, maintain logs, records and files, provides end user support, and performs general administrative duties.

Assists in budgetary, billing, and financial management.

Define financial situations by completing quantitative analyses including, but not limited to, cost estimates, what-if analyses, schedule predictions/forecasts, and supporting budgeting, trending and forecasting efforts. Reconcile invoices to ensure proper accounting of funding. Provide recommendations to support funding planning and obligations to meet customer objectives. Research and follow-up on documentation to increase the efficiency of the customer.

Responsible for preparing and/or maintaining systems, programming and operations documentation, procedures and methods, including user reference materials.

Processes and completes general purchase orders; determines prices from available vendors which meet cost and quality guidelines; places orders; verifies receipt of purchase.

Maintains approved supplier/vendor database. Monitors supplier/vendor performance through the administration of supplier/vendor measurement programs; makes recommendations for additions to and deletions from the supplier/vendor database as appropriate.

Conducts negotiations with suppliers to obtain products at the best quantity and cost in order to ensure end-users needs are met; negotiates delivery, terms and conditions, and pricing. Identifies future procurement opportunities to further procurement strategies.

Coordinates with accounts payable to resolve any credit holds or complex pricing problems in order to ensure prompt payment and avoid delays to end user; coordinates with receiving departments to resolve receipt problems promptly so as to not cause any delay to end users.

Solicits suppliers/vendors for materials/products/services through formal Requests for Services (FRS) and/or Requests for Proposals (RFPs) and informal channels.

Maintains communication with suppliers during course of procurement action in order to ensure timely delivery in compliance with the requirements of the procurement document.

Coordinates the procurement of materials, products/services and equipment necessary for the operation of the project or program.

 Reviews bids for specification compliance, prices, delivery commitments and past performance; utilizes online systems as a resource for procurement.

 Performs additional duties and responsibilities as assigned.

 Knowledge of government contracting environment, management/business plans and program reporting.

 Excellent communications, presentation and interpersonal skills.

 Strong customer service orientation.

 Strong computer skills, MS Office Suite. Highly proficient in Excel

 Effective organizational skills.

 A security clearance of an appropriate level will be required after employment.

 Associate Degree in Business, Management, Logistics, Finance or related fields and  0-2 years experience in a DOD environment.  In some cases, educational requirements may be adjusted or waived for more than 5 years applicable work experience. Work experience may be adjusted for highly specialized knowledge or uniquely applicable experience.

Diversity Statement


Women, minorities, individuals with disabilities and veterans are encouraged to apply.  Alion will provide a reasonable accommodation to individuals with disabilities and disabled veterans who need assistance to apply.  Please visit the Alion Careers site for more information

U.S. Citizenship Required.


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