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The Program Coordinator provides oversite for all contractors performing mailroom operations for the Program and Support Center (PSC), Mail and Publishing Services (MPS) on this agreement. This position will serve as the liaison between the Government and the contract staff and will be responsible for disseminating all information. The Program Coordinator oversees contract staff and handles administrative tasks such as determining and implementing policies and procedures, handling program-related internal and external communications, and organizing and maintaining the program agenda. These duties can vary widely on a day-to-day basis and are dependent upon the customers and business lines that are supported. The Program Coordinator will ensure tasks are completed, deliverables are timely, and customer service is as expected.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Provides Project support in the implementation and performance of mail operations used to support the mission critical work requirements of the division’s customers.
Coordinates completion of mail projects on time and within scope.
Oversees all aspects of mail program including setting deadlines, assigning responsibilities, monitoring and summarizing progress of projects. Prepares reports regarding status of mail projects.
Meets with the customers to obtain specific requirements of each mail delivery or receipt plan, and ensures deliverables are obtainable.
Develops comprehensive plans and other project documents to communicate with upper management as well as team members.
Responsible for developing and maintaining multiple technical evaluations, direct analyses and studies.
Regularly reports program schedule and performance status of all mail operations to Government Lead.
Reports on delivery concerns and issues as it relates to mail operations, including the HHS/MPS Headquarters mailroom operation.
Keeps all aspects of the mail projects in an accurate and up to date manner within the Department’s portfolio using the division’s project management tools.
Supports cross-organizational teams and addresses delivery concerns related to USPS, UPS and FedEx.
Provides strategic business and operational guidance that assists in enabling the division to plan, budget and implement new technology in a manner that balances cost, customer benefits and reduces risk while achieving the mail operations goals aligned with PSC.
Reviews the work of mail clerks and couriers to adhere to established policies and to ensure compatibility and consistency in meeting overall mail operation objectives.
Conducts in-depth analyses of project data and requirements to identify problem areas, assess program impact, and formulate solutions for management team leads within the division of mail operations.
Provides directives, service-wide policy briefing, and prepares comprehensive reports on mail operations to both communicate findings and make recommendations.
Maintains a solid customer relationship and assures customer satisfaction with the successful execution of the project.
Seeks opportunities to expand business. Participates in proposal and solution development for additional project opportunities.
Proactively manages changes in project scope. Identifies potential crises, and devises contingency plans.
Responsible for aiding in own self-development by being available and receptive to any training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
Bachelor’s degree in a related field of study and a minimum of three (3) years’ relevant experience, or an equivalent combination of education / experience.
CERTIFICATES / LICENSES / REGISTRATION
Project Management Professional (PMP) Certification preferred
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Strong working knowledge and proficiency in MS Project
Excellent leadership skills, adaptability, self-motivation, ability to work under pressure and exceptional interpersonal skills.
Skilled in facilitating teamwork and coordinating efforts for the successful achievement of goals
Excellent supervisory and management skills with ability to resolve conflicts, grievances, confrontations or disagreements in a constructive manner
Exceptional organization skills with ability to effectively manage multiple projects and priorities
Excellent verbal and written communication skills with solid presentation skills and ability to write federal contract proposals
Exceptional customer service and relationship-building skills
Ability to plan and oversee projects through the use of project management software tools and methodologies
Ability to schedule, plan and lead meetings
Ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups and/or boards of directors.
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.
Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.
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