Secretariat Program Manager(Contingent Upon Award)DIS is seeking a highly skilled Executive Secretariat Program Manager (Publications & Issuances) to support the Executive Secretariat at the Walter Reed National Military Medical Center. This position serves as the central authority for managing the lifecycle of WRNMMC publications and issuances and ensuring all policies, administrative instructions, and procedural documents are compliant, properly coordinated, and aligned with higher headquarters guidance. This is an excellent opportunity for someone passionate about cybersecurity, compliance, and protecting our Veterans' data.
Qualifications: - Bachelor's degree in Business Administration, Communications, Public Administration, or related field (or equivalent experience).
- A minimum of five (5) years of demonstrated experience providing executive-level administrative and management support within a federal government or military environment, preferably at a senior executive level.
- Demonstrated experience managing official correspondence and task-tracking systems for a senior-level office.
- Proven experience in an environment requiring interaction with high-level officials (e.g., SES, Flag Officers, GS-15, industry executives) and their staffs.
- Extensive knowledge of the military command structure, missions, and organizational relationships within the Department of War (DoW).
- In-depth knowledge of pertinent regulations and policies affecting government administration, including DoW/DHA correspondence management (e.g., DoD Manual 5110.04-M) and records management instructions.
- Expert proficiency in the use of office automation systems, including but not limited to, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- The contractor must be proficient in, or demonstrate the ability to become proficient within 30 days, the specific government-provided correspondence tracking database and the Executive Secretariat SharePoint portal system.
- Mastery of the English language, including grammar, sentence structure, and punctuation, for the purpose of drafting and editing executive-level documents.
- Superior written communication skills, with a demonstrated ability to draft, edit, and proofread a variety of executive-level products (e.g., talking papers, briefs, official responses) that are clear, concise, and require minimal revision.
- Excellent oral communication and interpersonal skills, with the ability to effectively communicate with personnel at all levels and build cooperative working relationships.
- Strong analytical and problem-solving skills, with the ability to evaluate administrative processes, identify issues, gather data, and draw logical conclusions.
- Experience within DoW, DHA, or Military Treatment Facility (MTF) environments preferred.
Key Responsibilities: - Manage and execute the WRNMMC Publications and Issuances Program within the Executive Secretariat.
- Oversee the full lifecycle of publications, including development, coordination, review, approval, dissemination, periodic review, and cancellation.
- Ensure all publications comply with DoD, DHA, and WRNMMC guidance.
- Review all publications for proper format, structure, clarity, and enforceability.
- Ensure alignment between policies, procedures, and associated forms.
- Return non-compliant or incomplete documents with corrective guidance.
- Coordinate staffing across WRNMMC directorates and stakeholders.
- Ensure required reviews (e.g. legal, safety, clinical, administrative) are completed.
- Track review cycles and enforce timely updates.
- Maintain the WRNMMC publications repository, ensuring all documents are current, properly version-controlled, and accessible.
- Ensure obsolete or superseded publications are archived or cancelled in accordance with records management policy.
- Develop templates, formatting standards, and guidance for WRNMMC publications.
- Provide training and direct support to directorates in the development and revision of publications and issuances.
- Maintain a centralized tracking system for all publications and issuances.
- Provide status updates, metrics, and trend analysis on publication reviews, overdue actions, and program effectiveness.
- Provide operational support across Executive Secretariat functions, including correspondence management, records management, and forms management, during periods of absence, surge operations, or as directed.
5.4 Management Requirements: - General Requirements: The contractor's organization shall be structured to effectively execute
- PWS tasks.
- The contractor shall identify a single point of contact for each major PWS task.
- The contractor shall manage all work required under this PWS. The contractor shall, at minimum, perform the following management activities:
- Maintain a stable workforce. Ensure 100% of vacant positions are filled with qualified personnel within 30 working days.
- To assist government in monitoring, provide current roster with on board date and qualification.
- Develop and maintain a customer focused culture that delivers high quality performance.
- Ensure all personnel meet or exceed PWS qualification requirements.
- Respond to Contracting Officer and Contracting Officer's Representative inquiries in a timely manner.
- Perform timely corrective action for identified contract discrepancies
5.4.1 Monthly Progress Reports (MPR) - The Contractor shall ensure that a MPR is submitted outlining the expenditures, billings, progress, status, and any problems/ issues encountered in the performance of this task The MPR shall include section on labor hours and costs expended, by labor category, for each task and sub-task. The Contractor shall require all subcontractors to provide input to the MPR where there are critical or significant tasks related to the prime contract. Critical or significant tasks shall be defined by mutual agreement between the Government and Contractor.
5.4.2 Program Management Review: - The contractor shall schedule a quarterly Program Management Review that summarizes all
- information required in the monthly progress reports to include work performed, effort expended, deliverables completed, work in progress, problems encountered, recommended solutions, and work planned during next performance period.
5.4.3 Personnel Proficiency and Training: - The contractor is responsible for personnel training and qualifications to ensure all personnel
- supporting this contract remain proficient. The Contractor shall provide status of periodic
- personnel training and proficiency semiannually in conjunction with Program Management Review.
5.4.4 Reports and/or Presentations: - As required in accordance with task 5.0 and all subtasks, the contractor will prepare as appropriate conference and/or meeting minutes. Additionally, as required by task 5.0 and all subtasks, the contractor will prepare as appropriate briefings and presentations.
Physical and Cognitive RequirementsThe physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Physical
- Frequently required to sit and work at desk/computer for extended periods of time of up to 8 hours a day.
- While performing the responsibilities of the job, the employee is required to talk and hear.
- Must be able to have repetitive wrist/hand/finger movement to work on computer and/or related office equipment.
- Vision abilities required by this job include close vision.
Cognitive
- Ability to learn new tasks.
- Ability to maintain focus and complete tasks independently.
- Ability to remember processes.
- Ability to complete tasks in situations that have a speed or productivity quota.
Salary is commensurate with experience. 
