Senior Management Analyst – San Antonio , TX, US

Senior Management Analyst

Department: Facilities Operations Management
Location: San Antonio , TX, US

NIKA is hiring for two Senior Management Analyst’s to provide support services to the Defense Health Agency (DHA) Portfolio Business Integration (PBI) Program based out of San Antonio, TX or Falls Church, VA!

Named a “Top Workplace” by the Washington Post, NIKA is a well-established company that is focused on growth within an entrepreneurial environment. We work with governments to operate and manage their real property. Our operations management, engineering, and project management services provide our customers with the value and expertise to ensure operational readiness for complex and mission-critical facilities.

Job Description and Tasks

• Assists Program Manager, Operations Manager leads in providing information, training requirements, and other documentation to government personnel.
• Provides overall management, control, coordination, and execution of assigned projects as directed by the Government lead.
• Provide programmatic support for all PBI initiatives/programs.
• Provide onsite support to the DHA Analytics Division as directed by Government.
• Provide coordination with Subject Matter Experts (SMEs), e.g., to attend/announce meetings, to deliver products by established deadlines, etc.
• Update contact lists, prepare meeting agendas, and capture meeting minutes, action items, issues, and risks for review.
• Coordinate daily, weekly, and quarterly meetings including, but not limited to the PBI Sync, PBI Metrics, Reports and Visualizations (MRV), IDE Technical Working Group, PBI Data Governance, PBI Dashboard meetings, and Lunch and Learn training sessions.
• Regularly monitor and coordinate several organization mail boxes/systems including, but not limited to, the PBI Service Ticket org box.
• Review and maintain system access ensuring training is up to date.
• Support other initiatives which may include training courses (e.g., Lunch and Learns, FE Data Summit), ad hoc requests supporting Congressional requests for data, supporting FE-PBI Initiatives (e.g., EAS IV to DMLSS Reconciliation IPR), communications (e.g., MAX Transition Newsletters).
• Conduct facilities space analysis in support of Joint Incentive Fund (JIF), Military Health System Support Initiatives (MHSSI), Business Case Analysis (BCA), and other resource allocation decision analysis.
• Attend meetings for FE Branches, and/or Enterprise groups and record/report/ communicate back to Government leadership items of discussion especially relevant to DHA Facilities data and analytics.
• Manages the DHA FE PBI SharePoint site and support as directed by DHA FE PBI leadership. Provides PBI team with meeting documentation, products and support as needed for meetings, reports, and other government deliverables.
• Supports and implements Training and Education requirements in DHA.
• Manage FE SharePoint site as needed at the direction of the Government lead
• Provide basic FE SharePoint support when required (how to use SharePoint, where specific pages are located, how to sign and download/upload documents, how to use PBI workflows, etc.)
• Provide support in development of DHA PBI Comprehensive Training, including but not limited to overall organization of the PBI branch and products produced by the PBI branch, dashboard, recording and editing DHA FE PBI Virtual Training Videos in support of overall PBI training initiatives including but not limited to any future planned Data Summit events
• Provide additional admin support as needed (creating/editing forms and spreadsheets, updating weekly PBI Sync slides, etc.)
• Assisting with the build and/or building new SharePoint sites as directed by DHA
• Manage and distribute ORG Chart, Contact List, updated phone roster, etc.
• Onboard new employees (contract required training, NDAs, CAC initiation, SharePoint access, etc.) and track through completion of DHA onboarding process
• Supplies administrative support services to DHA FE executive, professional group, and organizational department.
• Collects, assembles, and analyzes complex information or data and describes results in written documents/reports.
• Uses independent judgment in completing activities and operates under general supervision.
• May act as an administrative liaison with internal and/or external sources.
• Performs specialized office or clerical support tasks that require knowledge and experience in MHS Healthcare.
• Operates with minimal supervision and may exercise independent judgment in completing assignments.
• Examples of work performed includes development of forms and/or templates, preparing complex reports or forms, organizing, and maintaining electronic records or files, interpreting data, resolving routine problems, researching, and answering questions.
• Administers the creation, reproduction, security, maintenance, and use of organization records and documentation.
• Proofreads documents for spelling, typographical errors, and grammar.
• Requires strong knowledge of English composition and grammatical rules.
• Establishes policies and procedures for document development, retention, and disposition. Determines records identification system for information management storage and retrieval. Suggests records formats and storage methods; confers with management regarding records management needs.
• Performs moderately complex to difficult administrative and clerical duties. Examples of work performed may include composing routine correspondence, preparing routine reports, scheduling meetings/appointments, arranging travel, providing information, maintaining files, transcribing recorded meeting minutes, distributing agendas, and maintaining calendars.
• Proficient with Microsoft Office Suite/Microsoft 365 programs: Word, PowerPoint, Excel, SharePoint, and Outlook.
• Prepares documents using Microsoft Office Suite/Microsoft 365 software: formats, proofs, edits for errors.
• Performs typing or transcription of a variety of complex documents by operating word processing equipment. Produced documents may be technical or confidential and require use of advanced applications. Proofreads and edits own work and the work of others. Follows formatting instructions or establishes format on own initiative.
• Identify ways to utilize current and evolving technologies (tools, programs, software) to be used to increase division operational functionality and enhance current processes and procedures.
• Assists in the origination, development, formulation, and execution of administrative and management policies, programs, and plans as they pertain to FE functions.
• Assists in the preparation/update of various information/decision papers/briefs that may be presented/sent/briefed to senior DHA leadership.

Qualifications

• Requires advanced written and verbal presentation skills.
• Strong tasks management and organizational skills, attention to detail and multitasking required.
• Excellent client-facing and internal communication skills.
• Excellent written and verbal communication skills.
• Strong working knowledge of Microsoft Office Suite/Microsoft 365, Microsoft Project, or other project management solution to manage projects.
• Knowledge of regulations, policies, and precedents applicable to administration and management within the area of responsibility.
• Understanding of Project Management
• Proficient computer skills, Microsoft Office Suite/Microsoft 365; working knowledge of program/project management software, e.g., MS Project
• Knowledgeable in program management methodology and techniques; performance evaluation and change management principles
• Excellent verbal and written communication skills
• Able to multi-task, prioritize, and manage time effectively
• Knowledge of change management.
• Knowledge of LSS principles, concepts and methodologies including Lean principles of value, value stream, flow, pull, and perfection.
• Knowledge of LSS methodologies, including DMAIC, to lead, teach, advise, and communicate the meanings, assumptions, and uses of quantitative and qualitative tools to LSS team members, all levels of management, stakeholders, suppliers, customers, and tenant activities.
• Knowledge and understanding of project management principles, tools, and techniques.
• Skills in management, administration, and communication to effectively present new ideas and obtain support for changing existing processes through cooperation with associates, management, and higher authorities.
• Knowledge of team building and consensus gathering techniques.
• Knowledge of improvement concepts and systems including the Balanced Scorecard, Malcolm Baldrige, and ISO 9000.
• Excellent group and team facilitation skills.

Preferred Skills

• Analytical and problem-solving skills to troubleshoot systems problems.
• 5+ years’ previous experience in program management, project management, administration, or related field preferred
• Ability to integrate information from a variety of sources into various systems.
• Ability to ensure proper system interfaces.
• Ability to collect data for analysis.
• Ability to develop products resulting from analysis.
• Proficient with Microsoft Office Suite/Microsoft 365.
• Excellent client-facing and internal communication skills.
• Excellent written and verbal communication skills.
• Excellent organizational skills including attention to detail and multitasking skills.
• Healthcare Clinical Operations experience.
• Facilities Management knowledge.

NIKA provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, NIKA takes affirmative action to ensure that applicants are employed and employees are treated during employment without regard to any of these characteristics. Discrimination of any type will not be tolerated.