This position is responsible for overseeing the coordination and management of a group of related projects to ensure the program produces the desired benefits to Space Florida by ensuring the outputs and outcomes of the program components are delivered in a coordinated and complementary manner, with accountability through the entire life cycle from deal inception through project initiation, through transition to ongoing operations. This position will apply knowledge, skills, and principles of program management to achieve the program objectives and to obtain benefits and control not available by managing program components individually.
Essential Accountabilities or Tasks:
Manage program scope and components, and projects to deliver desired programs results in a coordinated and complementary manner for effectiveness and to deliver efficiencies.
Manage change to optimize the delivery of the program benefits.
Develop and manage high level plans that track the interdependencies and progress of program components. Use program plans to guide planning at the project level.
Monitor progress of program components (or projects) to ensure the overall goals, tasks, schedules, budgets, and benefits of the program are met.
Establish governance structure for the program to ensure consistent, flexible and scalable project management methodology and processes to align with organizational standards, achieve the program objectives and realize desired benefits.
Plan and monitor the program tasks, schedule, budget and resources to ensure realistic, feasible, and alignment with the program scope and objectives.
Break down the program into manageable phases, milestones, and deliverables, and assign resources, dependencies, and deadlines to each deliverable.
Ensure program stakeholders are engaged, informed, invested and have authority.
Establish communications channels, methods, and frequency for the program, and provide clear, consistent, and timely information and feedback to stakeholders.
Participate in the deal structure development and project scoping as opportunities are qualified, including the development of tasks, budgets, cost estimates, schedules and RACI assignments for new projects which will be incorporated into the assigned program.
Direct project and program kick-off meetings that include confirmation of scope, tasks, budget, schedules, desired results, roles and responsibilities. Address the needs, expectations, and concerns of the stakeholders.
Direct the recording and reporting of information regarding the status of activities on specific projects and programs. Ensure status and other issues that arise are reported and resolved in keeping with the established process, policy, and standards and in compliance with contractual requirements.
Attend periodic project status meetings. Identify, assess, and prioritize any potential risks to the program, and develop mitigation and contingency plans to address them. Provide guidance and redirection as required to ensure program stays aligned with expected benefits.
Manage the program team and other internal support functions to ensure projects are managed per financial, contractual and compliance requirements, within program and component project scope, tasks, budget following approved schedules.
Provide technical and process counsel to program team, stakeholders, management, customers, and service contractors on project and program-related topics through the entire deal life cycle.
Assign work, guide, monitor and manage program activities to assure compliance with established program processes throughout the entire program life cycle.
Direct the development and improvement of processes, forms, templates, and other organizational program assets to meet the program objectives.
Maintain current situational awareness of project performance adherence to project scope, tasks, budget, schedule, quality, risk management, and procurement to assure project issues are reported timely and appropriate corrective actions are taken.
Identify, evaluate, and monitor program risks and report new or escalating risks to Portfolio Manager. Assist with internal investigations of risks and mitigation efforts.
Oversee the procurement of contracted services for projects in assigned program and the preparation of all required documentation to ensure solicitation and selection processes comply with Space Florida procurement processes and requirements while also meeting program objectives.
Review and evaluate solicitations received and provide recommendations and comments pertinent to selection.
Provide critical program and project-specific information to Contract Manager to ensure inclusion in appropriate contracts. Oversee the negotiation and coordination of additions, deletions, or modifications to contracts.
Review project documentation maintained by project managers to ensure compliance with Space Florida requirements for completeness, accuracy, and contract terms and conditions.
Visit project sites as required to participate in meetings and ensure milestones are progressing as documented and in compliance with program deadlines. Record findings and participate in the determination of resolution to noncompliance issues.
Review records of project funds spent versus available funding. Assist in resolving variances and ensure accuracy of project records and reports. Regularly review project spending against budget and track spend rates versus schedules and project progress. Escalate identified variances between spending rate, project status, tasks, schedules, and budget that indicate potential future project funding shortages or overages and oversee investigation and risk mitigation to ensure contractual compliance.
Direct the preparation of project progress reports and reimbursement documentation as required by third-party funding agencies.
Provide current project and program updates to senior management and program team to report status on program components scope, tasks, schedule, spend rate versus budget, risks, quality and other pertinent issues.
Track Key Performance Indicators (KPI’s) and provide information for Executive presentations. Conduct presentations as requested.
Evaluate and close the program or components of the program to ensure it has delivered the desired benefits to the customers, sponsors, and stakeholders.
Measure and document program outcomes, impacts, and lessons learned. Oversee distribution of program deliverables to customers, and/or users.
Supervision:
Project Managers
Project Controls Analyst
Minimum Qualification Required:
Bachelor’s Degree in business, construction, engineering, architecture, or other relevant discipline.
5 years experience in project management and demonstrated knowledge of program management.
Strong verbal and written skills to communicate with all levels of the organization and external stakeholders, such as; program and project team members, peers, customers, consultants, vendors, suppliers, as well as program and executive leadership.
Expert problem solver with strong initiative, skilled at working in matrixed organizations.
Solid organization and time management skills to keep projects and programs on track and within budget.
Proven leadership skills with the ability to influence and inspire through teamwork.
Proficiency with Word, Excel, PowerPoint, Projects, Visio, Work Management Platforms, or other productivity and AI software.
Preferred Qualifications:
MBA, PMP Certification, Professional Engineer, or Registered Architect
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