Job Description
Position Summary
The Program Operations Analyst is a member of the Public Sector Program Management team ensuring operational excellence across contract administration, financial tracking, resource coordination, and stakeholder communications. This role functions as the operational backbone, enabling program management leadership and delivery teams to focus on mission execution while maintaining disciplined program operations. The Program Operations Analyst manages portfolio-wide administrative and operational functions including timekeeping compliance, contract financial monitoring, invoicing coordination, hiring and onboarding support, and internal process management. The role also provides light project management support for contracts without assigned Program or Project Managers and ensures accurate reporting, data integrity, and compliance across systems and processes.The ideal candidate is highly organized, detail-oriented, and comfortable working across multiple teams and priorities in a fast-paced government contracting environment.
A Glimpse into the Daily Routine of a Program Operations Analyst
No two days look exactly the same in the Public Sector Program Management domain. A typical day may involve reviewing portfolio-wide timesheet completion and approvals to ensure billing accuracy and compliance, monitoring contract financial performance including burn rates, margins, and period-of-performance tracking, and coordinating with finance and invoicing teams to prepare monthly customer invoices and reconcile billable labor. The role also supports program delivery teams by facilitating communication between internal resources, customers, contracting offices, and company leadership. Additional responsibilities may include updating resource forecasts and utilization reports for program management leadership, tracking certifications, training, and workforce competencies across program personnel, assisting with candidate onboarding coordination and new hire integration, and maintaining processes, documentation, and training materials. The coordinator also prepares weekly reports and operational dashboards to provide leadership with visibility into contract health and resource utilization. Success in this role requires strong attention to detail, proactive communication, and the ability to keep multiple operational priorities aligned across the program management portfolio.
Essential Duties and Responsibilities
Coordinate day-to-day program management operations across a portfolio of contracts, ensuring administrative, operational, and reporting activities are executed accurately and on schedule
Monitor timesheet completion, accuracy, and approvals across all personnel to ensure compliance with internal policies and customer billing requirements
Track and report on contract financial performance, including budgets, burn rates, revenue, margins, and period-of-performance milestones such as option years and contract modifications
Support monthly billing and invoicing activities, including labor reconciliation, subcontractor and vendor invoice review, billing event creation, and reporting and tracking of reimbursable costs such as travel and other direct costs
Provide project coordination support for contracts without assigned leadership, helping maintain communication among delivery teams, customers, contracting offices, and internal stakeholders
Serve as a coordination point across internal and external stakeholders, including program personnel, leadership, finance, HR, recruiting, subcontractors, vendors, and customers
Maintain and administer program management operational systems and reporting tools, including Certinia PSA (FinancialForce) and related business systems (SharePoint, Confluence, Jira, Greenhouse), ensuring data accuracy, process compliance, and effective reporting
Track and report on resource utilization, capacity planning, and workforce forecasting to support leadership decision-making
Support recruiting and onboarding coordination, including maintaining job descriptions, onboarding tracking, and facilitating new hire integration activities such as system access and organizational alignment
Maintain records related to employee certifications, skills matrices, resumes, and required training
Develop, document, and maintain program management processes, training materials, and operational documentation, supporting continuous improvement and compliance initiatives
Qualifications
Bachelor’s degree in business administration, Program Management, Project Management, Finance, or a related field
3–6 years of experience supporting program management, project coordination, operations, or contract administration, preferably within a public sector government contracting domain
Strong financial analysis and reporting aptitude, including comfort working with budgets, burn rates, margins, revenue tracking, and operational metrics
Strong numerical reasoning skills, high attention to detail with calculations and data accuracy, and ability to interpret financial and operational data to support leadership decision-making
Experience working with professional services automation (PSA), ERP, or project management systems such as Certinia PSA (FinancialForce), Salesforce, or similar platforms
Excellent written and verbal communication skills with the ability to coordinate across diverse internal and external stakeholders
Demonstrated ability to manage timekeeping compliance, resource tracking, and utilization reporting across multiple projects or contracts
Proficiency with Microsoft Office tools including Excel, PowerPoint, and SharePoint
Experience with Jira for project setup and basic administration following established processes
Experience with document repositories like Confluence for updating and maintaining documentation
Proficient in SharePoint for document management, collaboration, and maintaining records
Strong analytical skills with experience in data analysis and operational reporting
Proven problem-solving capabilities and the ability to identify process improvement opportunities
Exceptional organizational skills with the ability to manage multiple priorities across a portfolio of projects and contracts
High attention to detail with ability to work autonomously and manage competing priorities
Clear and persuasive communication skills, both written and verbal
Demonstrated ability to influence stakeholders and drive business results
Nice-to-Have Skills and Experience
AWS certifications (e.g.: Cloud Practitioner)
Project management certification(s) (e.g.: PMP)
Experience supporting federal, state, or public sector government contracts
Familiarity with government contracting lifecycle management, including options, modifications, and recompetes
Experience with Certinia PSA / FinancialForce PSA administration
Familiarity with Salesforce CRM reporting and integrations
Proficient in SharePoint, including setting up and managing sites, configuring permissions, and maintaining operational records for collaboration and document management
Experience supporting financial tracking for professional services organizations
Knowledge of PMO best practices and project management methodologies
Experience supporting organizations pursuing or maintaining CMMI, ISO, or similar process maturity frameworks
Exposure to resource forecasting, workforce planning, or utilization management
Experience creating operational documentation, training materials, or internal process frameworks
Resource planning and forecasting experience
Experience building and developing reports and dashboards
Advanced Excel skills including Power Query, pivot tables, and macros
Experience with business intelligence and reporting tools
Salary Range for this position: $82,000-$106,000
“Salary ranges provided are for informational purposes only and may vary depending on factors such as experience, qualifications, and geographic location. The final salary offer will be determined based on the candidate’s skills and alignment with the role requirements.”
Company Offered Benefits
Full-time employees are eligible to participate in our employee benefit programs:
Medical, dental, and vision health insurances,
Short term disability, long term disability and life insurances,
401k with Company match
Paid time off (PTO) (120 hours PTO that accrue over one year)
Paid time off for major holidays (14 days per year)
These and any other employee benefit offerings are subject to management’s discretion and may change at any time.
Physical Demands and Work Environment
The work is generally performed in an office environment. Physical demands include sitting, keyboarding, verbal communication, written communication. Employees are occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended anytime at the sole discretion of the Employer. Duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Effectual Inc. is an EEO employer and does not discriminate on the basis of any protected classification in its hiring, promoting, or any other job-related opportunity.
