Administrative Program Manager Jobs in California

Anticipated Opportunity – Federal Government Program

Important Hiring Notice: This position is being posted in anticipation of a potential upcoming contract award. The position is not immediately available. Osi Vision anticipates that hiring for this role may begin approximately 30–90 days from the date of posting, subject to contract award, Government direction, funding, and program start requirements. Candidates who apply may be contacted in advance to discuss qualifications, availability, clearance status, and interest.

Job Summary

The Program Analyst will support the administrative, operational, and organizational functions of a Federal Government defense program office in San Diego, California. The position will provide executive and administrative support to Government program leadership, coordinate communications and workflows, maintain essential program records and trackers, and prepare professional correspondence, reports, and briefing materials.

By monitoring schedules, travel, action items, recurring requirements, and administrative deadlines, the Program Analyst will help ensure timely information sharing, efficient daily operations, and effective execution of program activities. This position requires strong organizational skills, discretion, attention to detail, and the ability to work professionally with senior military, civilian, contractor, and external stakeholders.

Essential Duties and Responsibilities

• Provide executive and administrative support to Government program leadership, including calendar management, meeting scheduling, travel coordination, correspondence preparation, and daily office support.
• Coordinate program office communications and administrative workflows among Government personnel, contractor personnel, and external stakeholders.
• Maintain program office calendars, meeting schedules, action-item trackers, decision logs, travel trackers, suspense items, and other administrative records.
• Coordinate Government travel activities, including preparation, tracking, and reporting of travel authorization requests and supporting documentation, as applicable.
• Prepare executive correspondence, briefing materials, meeting agendas, meeting minutes, reports, presentations, memoranda, and other professional documents.
• Organize and maintain program documentation, electronic repositories, administrative records, and office workflows to ensure information remains current, accurate, organized, and readily accessible.
• Monitor recurring administrative requirements, suspense dates, deadlines, and action items and provide timely status updates to program leadership.
• Prioritize competing calendar requirements and coordinate high-level meetings involving senior military, civilian, contractor, and external stakeholders.
• Track meeting actions, decisions, assignments, and due dates and follow up with responsible stakeholders as necessary.
• Assist with preparing leadership briefings, status reports, data-call responses, and other recurring program management materials.
• Support management of SharePoint sites, Microsoft Teams workspaces, shared repositories, correspondence files, and collaborative administrative tools.
• Handle sensitive program and personnel information with discretion and in accordance with applicable security and information-handling requirements.
• Communicate professionally and effectively with senior Government, military, civilian, contractor, and external personnel.
• Identify opportunities to improve administrative processes, office workflows, records management, and organizational efficiency.
• Provide administrative and analytical support to other program activities as required.

Required Qualifications

• Active Secret security clearance.
• Demonstrated experience providing executive, administrative, program, or operational support within a Government, military, or professional services environment.
• Demonstrated experience coordinating travel itineraries and maintaining centralized travel trackers for program personnel.
• Advanced proficiency managing executive calendars, prioritizing competing demands, and coordinating high-level stakeholder meetings.
• Experience preparing professional meeting agendas, minutes, executive correspondence, briefing packages, reports, and presentations.
• High proficiency with Microsoft Office Suite, including:
• Excel for tracking, reporting, and data organization.
• Word for professional document preparation and formatting.
• PowerPoint for executive and leadership briefings.
• Outlook for calendar and correspondence management.
• Proficiency using collaborative platforms such as SharePoint and Microsoft Teams to manage correspondence, documents, workflows, and program repositories.
• Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, suspense items, and administrative requirements simultaneously.
• Exceptional interpersonal, written, and verbal communication skills.
• Ability to handle sensitive information with discretion and interact professionally with senior military and civilian leadership.
• Strong attention to detail and ability to maintain accurate, organized, and audit-ready administrative records.

Preferred Qualifications

• Bachelor's degree in Business Administration, Operations Management, Communications, Management, or a related administrative or analytical field. Equivalent professional experience may be considered in lieu of a degree.
• Previous experience supporting a Department of Defense or Federal Government program office.
• Familiarity with Federal Travel Regulations and Government travel processes.
• Experience preparing or processing Travel Authorization Requests or using the Defense Travel System (DTS).
• Experience supporting senior-level Government executives, military leadership, or program managers.
• Experience maintaining action-item trackers, decision logs, suspense trackers, travel trackers, and other program management tools.

Employment Contingency

This is an anticipated position contingent upon contract award, Government approval, funding, security requirements, and final program requirements. Submission of an application does not constitute an offer of employment.

Osi Vision is proactively identifying qualified candidates for this potential requirement. Applicants may be contacted during the pre-award or transition period to discuss qualifications, active security clearance status, availability, compensation expectations, and potential start dates.

The anticipated hiring timeframe is approximately 30–90 days, but the actual start date may change based on Government and contract requirements.