Program Administration Director

Job Family:

Program Management

Travel Required:

Up to 10%

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

• Direct Program Administration across a 500+ person federal services program, integrating workforce planning, onboarding, resource management, procurement support, subcontractor coordination, Security, PIV/GFE, and personnel lifecycle operations to maintain delivery readiness and contractual alignment.
• Lead financial operations analysis across subcontractor funding, labor utilization, burn-rate trends, budget performance, and resource forecasts. Identify delivery risks early and recommend corrective actions that support funding, staffing, and contract decision-making.
• Support financial forecasting, labor planning, funding monitoring, contract action tracking, and executive reporting for a multimillion-dollar federal portfolio, translating budget, staffing, utilization, and performance metrics into actionable recommendations for senior leadership.
• Lead matrixed coordination across program leadership, finance, contracts, recruiting, security, technology, partner services, subcontracts, procurement, and federal stakeholders to align operational priorities, resolve delivery issues, and execute program-wide business operations.
• Provide oversight and governance for Security, Personal Identity Verification (PIV) and Government Furnished Equipment (GFE) administration, ensuring requests are submitted, reviewed, tracked, reconciled, and closed in accordance with contractual, agency, and program requirements. Coordinate with internal teams and Government points of contact to ensure timely provisioning, accurate records, clear turnaround expectations, and alignment between staffing actions, access needs, and equipment availability.
• Manage security-related compliance administration, including annual training completion, resource rosters, onboarding and offboarding requirements, records management, and recurring compliance reporting. Track completion status, send reminders and follow-ups, coordinate remediation for overdue or incomplete items, facilitate knowledge transfer as needed, and compile completion metrics and compliance summaries for internal and Government stakeholders.
• Establish and continuously improve governance structures, reporting standards, and business processes to strengthen transparency, accountability, compliance, operational maturity, and executive visibility across the program.
• Report Program Administration status, operational risks, financial trends, staffing impacts, compliance metrics, and corrective action recommendations to executive and federal team stakeholders.

What You Will Need:

• Bachelor’s degree
• Minimum of ten (10) years of progressive experience in program administration, onboarding, operations, personnel security, compliance support, subcontractor coordination, procurement support, and/or business process reengineering—preferably in a Federal/government contracting environment—with demonstrated ownership of multiple concurrent workstreams.
• Experience in managing team members in day-to-day activities and longer term career development.
• Experience working directly with Government stakeholders, internal teams, subcontractors, and business operations partners to support Public Trust suitability processing, Personal Identity Verification (PIV) credentialing, Government Furnished Equipment (GFE) provisioning, subcontractor onboarding/offboarding, procurement coordination, training compliance, records management, reporting, and workflow optimization.
• Demonstrated ability to present and communicate information clearly to varied audiences (e.g., program leadership, project teams, and Government points of contact) through briefings, written status reports, and concise executive summaries.
• Experience identifying and applying process improvements, designing and documenting workflows, and developing standardized templates/job aids to reduce manual effort, improve consistency, strengthen compliance, and support audit-ready oversight of security, GFE, subcontractor, and procurement activities.
• Ability to coordinate procurement and subcontractor administration activities, including tracking requests, approvals, documentation, renewals, deliverables, action items, and escalations while maintaining clear communication across program, contracts, finance, procurement, and subcontractor stakeholders.
• Strong analytical and problem-solving skills, including the ability to analyze financial and operational trends, reconcile data across multiple sources, assess subcontractor funding, labor utilization, burn-rate, budget, staffing, and compliance data, investigate discrepancies, and recommend practical corrective actions.
• Expertise with Microsoft 365 tools—especially Excel and Word (e.g., filters, pivot tables, lookups, and professional document formatting); comfortable using Outlook, Teams, and SharePoint to coordinate work and manage records.
• Ability to analyze, summarize, and compile quantitative and qualitative information into accurate trackers, reports, and deliverables, while maintaining data integrity and version control.
• Ability to perform highly detail-oriented work in a deadline-driven environment, with strong quality control habits to ensure accuracy of submissions, records management, and audit-ready compliance documentation while safeguarding sensitive information and maintaining confidentiality and ethical handling of data.
• Proven ability to collaborate effectively with staff from diverse backgrounds and skill sets (internal, contractor, and Government), building consensus and partnering to improve workflows, processes, and tracking systems.
• Excellent oral and written communication skills, including the ability to respond professionally to internal/external requests, draft clear guidance and follow-ups, and communicate issues, risks, and timelines with appropriate discretion.
• Strong prioritization, time-management, and self-starter skills, with the ability to triage urgent requests, manage competing deadlines, and keep stakeholders informed of status and next steps.
• Must be able to obtain and maintain a Public Trust clearance, including successful completion of a background investigation and ongoing eligibility requirements.

What Would Be Nice To Have:

• Project Management Professional (PMP) certification.
• Experience supporting large Federal or HHS contracts with complex onboarding, offboarding, security, PIV, GFE, subcontractor, and procurement coordination requirements.
• Experience coordinating with subcontractors, procurement, contracts, finance, and program leadership to track actions, approvals, renewals, deliverables, and issue resolution.
• Experience using SharePoint, Excel, Microsoft Forms, Power Automate, or similar tools to improve intake, workflow tracking, approvals, reporting, and process transparency.
• Experience developing job aids, standard operating procedures, process maps, templates, or communication guidance for recurring program administration activities.
• Familiarity with the Federal Travel Regulation (FTR) and Government travel, local travel authorization, or travel compliance coordination.
• Experience identifying process gaps and implementing practical improvements that reduce manual effort, improve data quality, and strengthen compliance oversight.

The annual salary range for this position is $130,000.00-$216,000.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance

• Personal and Family Sick Time & Company Paid Holidays

• Parental Leave

• 401(k) Retirement Plan

• Group Term Life and Travel Assistance

• Voluntary Life and AD&D Insurance

• Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts

• Transit and Parking Commuter Benefits

• Short-Term & Long-Term Disability

• Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities

• Employee Referral Program

• Corporate Sponsored Events & Community Outreach

• Care.com annual membership

• Employee Assistance Program

• Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)

• Position may be eligible for a discretionary variable incentive bonus

About Guidehouse

Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or [email protected].  Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse.  Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact [email protected]. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.