The Program Manager will lead full lifecycle execution of the Department of War HBCU/TCU Summer Research Internship Program. This program supports Historically Black Colleges and Universities and Tribal Colleges and Universities by connecting students and faculty with Department of War research opportunities that support the Nation’s future scientific workforce and strengthen participation in defense-related research and education programs.
The Program Manager will oversee day-to-day program execution, technical management planning, outreach, marketing, website coordination, applicant database administration, application collection, eligibility screening, selection support, onboarding, stipends, relocation, housing, travel, webinars, symposium planning, program evaluation, reporting, and closeout activities.
This role requires strong federal program management experience, excellent communication skills, strong organizational discipline, stakeholder coordination, experience supporting internship or fellowship programs, and the ability to manage sensitive applicant and participant information in compliance with Government data protection requirements.
Key Responsibilities
Program Management
- Manage the HBCU/TCU Summer Research Internship Program from planning through execution, evaluation, reporting, and closeout.
- Serve as the primary contractor lead responsible for coordinating program activities, schedules, deliverables, communications, and administrative execution.
- Support the Department of War’s objective to expand access to scientific and technical information related to the defense mission.
- Coordinate with the COR, Program Sponsor, Government stakeholders, participating laboratories, applicants, selected interns, mentors, and other designated partners.
- Maintain program continuity, track milestones, resolve competing requirements, and ensure successful completion of program tasks.
- Participate in meetings with the COR and other Government personnel as requested.
- Support after-action meetings, lessons learned discussions, and program improvement recommendations at the conclusion of the base year and option years.
Technical Management Plan and Master Schedule
- Develop and maintain a Technical Management Plan that identifies the organizational structure, internal reporting chain, organizational interfaces, and technical points of contact.
- Identify each task and the methodology for execution.
- Establish procedures to track personnel and resources used to support each task.
- Develop and maintain a master schedule to ensure program continuity and milestone achievement.
- Track all contract deliverables through the master schedule to maintain contract integrity and successful task accomplishment.
- Manage program reporting, contract actions, data interchange, and administrative coordination using digital, electronic, and web-based applications.
- Ensure the management plan addresses security requirements, access requirements, clearance requirements, and status tracking.
Website Management
- Oversee development, management, and periodic updates to the official program website.
- Ensure the website describes the program, provides information about technical areas of interest, lists participating laboratories, and highlights relevant Department of War programs and activities.
- Coordinate website content to include program description, program overview, eligibility guidelines, laboratory participation, contact information, internship opportunities, and an online application submission interface.
- Ensure the website includes clear opening and closing dates for posted internship opportunities.
- Coordinate COR briefings and obtain Government approval prior to initial website launch and before implementing website updates.
- Ensure the website maintains a valid SSL security certificate.
- Manage program inquiries submitted through website contact channels.
Applicant Database and Data Management
- Oversee the contractor-hosted applicant and participant database platform.
- Ensure the database platform complies with federal cybersecurity requirements and data protection standards.
- Support role-based access control, secure data environments, validated backup and recovery procedures, and multi-factor authentication.
- Ensure the database can support Government users involved in application evaluation and selection.
- Manage applicant and participant records, historical data cleansing, and migration as required.
- Maintain confidentiality of applicant and participant information, including PII and CUI.
- Provide requested data to the Government during contract performance.
- Ensure all program information is transferred to the Government no later than 30 days after contract completion.
Outreach, Marketing and Application Support
- Lead marketing and outreach efforts to encourage qualified HBCU/TCU applicants to apply to the internship program.
- Release Government-approved program details to HBCUs, TCUs, and relevant affinity groups through approved outreach channels.
- Coordinate application collection and facilitation through electronic submission processes.
- Receive, log, sort, and process incoming applications.
- Provide application assistance by phone and email to interested applicants.
- Assist potential applicants in matching their research interests with participating laboratories and activities.
- Support collection of completed applications and maintain accurate applicant records.
Eligibility Screening and Selection Support
- Verify that applicants meet established eligibility guidelines after internship opportunities close.
- Confirm applicant eligibility, including United States citizenship requirements.
- Prepare compiled digital packages of eligible applicants for Government review and selection.
- Coordinate with the Government on the digital delivery method for applicant packages.
- Track applicant status, selected candidates, declinations, and non-selected applicants.
- Support replacement coordination for selected applicants who decline offers.
Notification and Onboarding Support
- Notify selected applicants of appointment offers using Government-approved language and communications.
- Issue formal internship offer letters outlining terms, conditions, and appointment requirements.
- Collect completed responses and acceptance forms from selected applicants.
- Notify host laboratory coordinators and Government stakeholders of participant acceptances and declinations.
- Notify non-selected applicants of their status at the conclusion of the selection process.
- Ensure all applicant and participant communications are approved by the Government before release.
Intern Administration, Security and Logistics
- Manage intern onboarding, security, stipend, relocation, housing, travel, and logistical administration.
- Collect onboarding paperwork and ensure forms are accurately completed for Government background check processing.
- Enter selected applicants’ personal information into the Defense Information System for Security as required.
- Coordinate with Department of War laboratories to initiate security clearances when required.
- Support Tier 1 background investigation coordination and Tier 3 security clearance coordination when required.
- Coordinate stipend and relocation allowance administration through the contractor’s payroll system.
- Ensure stipends are paid on a bi-weekly basis and that reimbursable costs are processed only with prior Government approval.
- Coordinate and pay for student housing, subject to Government approval.
- Coordinate and pay for intern travel at the start and end of the internship.
- Coordinate local transportation services as directed by the Government.
- Ensure payroll, travel, lodging, housing, and transportation arrangements align with Government-approved systems and Joint Travel Regulation compliance guidelines.
Symposium, Workshop and Event Management
- Plan, coordinate, and administer the Summer Research Internship Program Symposium, Opportunity Workshop, and up to two additional in-person program-related events as needed.
- Coordinate with the COR on event location, agenda development, Government facility or laboratory site visits, and event requirements.
- Coordinate speakers, create speaker slides, develop master decks, and draft talking points.
- Manage attendee registration, invitations, attendee communications, and registration reporting.
- Coordinate facilities, audio/visual requirements, on-site event administration, and access control.
- Coordinate travel, lodging, and per diem reimbursement for interns and other personnel identified by the Government.
- Collect student posters and required symposium materials before the event.
- Compile symposium proceedings and coordinate printing and distribution of event materials.
- Develop and administer satisfaction evaluations to collect feedback from students, mentors, and other participants.
- Support events that may include several hundred attendees.
Webinar and Digital Engagement Support
- Facilitate digital engagement webinars using Government-approved secure collaboration platforms.
- Support webinars for stakeholder coordination, intern onboarding, career development, program orientation, administrative guidance, database training, operational reviews, and program-wide communication.
- Schedule webinar sessions and integrate them into the program calendar.
- Prepare webinar briefing materials and coordinate presenters, audiences, and logistics.
- Ensure webinar execution complies with local network security protocols.
Evaluation, Reporting and Financial Tracking
- Support procurement and coordination of an independent third-party evaluation firm to conduct program surveys.
- Ensure evaluation findings are finalized, analyzed, and delivered to the Government.
- Prepare and support annual reports, after-action reports, applicant analysis reports, selectee analysis reports, and program improvement recommendations.
- Provide monthly status reports describing work performed, anticipated future work, travel, and issues.
- Provide monthly financial status reports identifying financial and administrative activity, applications, placements, program progress, stakeholder interactions, and costs incurred.
- Track intern-specific costs, including stipends, housing, relocation, transportation, reimbursables, and other authorized expenses.
- Identify balances, carryover amounts, and financial impacts resulting from participant withdrawals or other program changes.
- Track on-time and late payments.
- Prepare post-award budgets when requested by the Government.
Security, Compliance and Data Protection
- Protect applicant, participant, program, financial, and administrative data.
- Ensure compliance with applicable PII, CUI, CAC, background check, DISS, ATCTS, and Government information system access requirements.
- Ensure sensitive data is controlled through appropriate access controls, monitoring systems, data platforms, and safeguarding procedures.
- Support background check, installation access, CAC, and information assurance requirements as applicable.
- Ensure contractor personnel do not perform inherently governmental functions.
- Coordinate with Government partners only when expressly authorized and under COR oversight.
- Protect proprietary, corporate, financial, and personnel-private data from unauthorized disclosure.