Job detail for Program Manager, NDMS

The Program Manager is responsible for the coordination, management, and operations for the NDMS Pilot Program grant activities in the National Capital Region under the direction of the Principal Investigator (PI). This role ensures the timely development, coordination, execution, and reporting of deliverables within the establish program budget and timelines.

Program Management & Oversight

• Maintains the overall program workplan, timeline, milestones, deliverables, and action-item tracker in coordination with the PI.
• Tracks progress across program activities and proactively identifies risks, dependencies, delays, and resource needs.
• Maintains project documentation, meeting records, and other program records to ensure continuity and institutional knowledge.
• Coordinates development, review, and submission of required program deliverables and reports in accordance with funder requirements and established timelines.
• Follows up with team members (who wear many hats) and partners on assigned actions and ensures commitments are documented and tracked through completion.
• Must be able to attend on-site team meetings in person.

Grant Management & Administration

• Coordinates day-to-day grant administration activities in collaboration with the PI, institutional finance staff, and other university offices.
• Tracks grant deliverables, reporting requirements, funding periods, and other award milestones to support compliance with funder requirements.
• Supports preparation and updating of Statements of Work, budgets, budget justifications, funding requests, extensions, carryover requests, and other grant-related documentation.
• Coordinates collection and review of financial and programmatic information needed for funder reports and grant submissions.
• Maintains organized and up-to-date grant and program files, including agreements, deliverables, reports, meeting records, and supporting documentation.
• Monitors program expenditures and budget status and finance staff and brings potential budget issues to the PI's attention.

Stakeholder Coordination

• Maintain regular communication with key partners to support implementation of program activities, deliverables, and regional initiatives.
• Serve as a primary day-to-day point of contact for program coordination with NCR partners (military medical facilities, civilian hospitals, emergency management agencies, academic institutions, and federal partners), escalating strategic or substantive issues to the PI as appropriate.
• Represent the NDMS Pilot Program at regional meetings, workgroups, conferences, and partner meetings as appropriate.
• Organize regional working groups, consortium meetings, and multi-agency coordination calls
• Foster collaboration across disciplines to improve regional trauma care integration and surge capacity.

Data, Evaluation, & Reporting

• Prepares and provides progress reports (monthly, quarterly, and annual) to all necessary parties on the progress of the program.
• Work with data analysts and evaluators to collect, monitor, and report on performance metrics
• Develop presentations and briefing materials for senior leadership and federal agencies.
• Assists with data analysis, data management, and manuscript drafting on pilot outcomes and best practices.

Training & Exercises

• Coordinate planning and delivery of joint training events and medical surge exercises.
• Collaborate with military and civilian partners on and readiness initiatives.

Strategic Development

• Monitor emerging priorities, partner needs, and lessons from pilot implementation to inform future program activities.
• Support development of transition and sustainability plans for continuation of the program into future funding periods.
• Identify opportunities for innovation, partnerships, and sustainability of pilot initiatives.
• Inform long-term scale-up recommendations and policy development for the national NDMS.

Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position. This position is subject to available funding.