Program Administrator

About the Company:  

IBC Materials & Technologies, Inc. is a small growing business focused on surface engineering and coatings solutions to improve the life of components for commercial and DOD clients, driven by innovation, research, and development.To learn more about our company, please visit our website: www.ibcmaterials.com. IBC is an equal opportunity employer.  Full-time employees are entitled to a comprehensive benefits package, including medical, vision, and dental insurance, paid time off (e.g., vacation), and retirement savings options.  

In this role, you will provide critical administrative support to our team, ensuring the smooth operation of commercial and R&D projects.  You will collaborate with our technical and leadership teams to submit proposals, monitor and track progress on R&D and commercial jobs, prepare and oversee budgets for each program, prepare documentation for invoicing, and provide status updates with technical points of contact and/or customers.  You will review and approve timecards for applicable staff, approve project purchases, and consult with leadership regarding staff coaching and performance evaluations.  

Essential Duties and Responsibilities:

1.        Responsible for the successful execution of all commercial contracts and awarded Small Business Innovative Research (SBIR) opportunities, including timely reporting, meeting scheduled deliverables, timely and accurate financial reporting, and timely closure.    

2.        Collaborate with leadership to determine overall project requirements, including budgeting, equipment planning, resource allocation, and communicating when resource needs arise. 

3.        Interact and communicate with Technical Points of Contact (TPOC), representatives of the Department of Defense (DoD), Department of Energy (DOE), General Services Administration (GSA), and/or other similar organizations.  

4.        Support technical staff in the participation and publication in applicable industry periodicals and/or conferences.

5.        Assist leadership in the management of the Research and Development (R&D) team, including, training, development opportunities, approval of project purchases, and corrective actions.  Provide necessary information related to project(s) so leadership can conduct efficient and effective performance reviews.

6.        Ensure compliance with all relevant regulations for each program/customer.  

7.        Setup and monitor program charge codes and employee timekeeping to ensure accuracy and timely submission.

8.        Provide support in maintaining accurate record for Government Furnished Equipment/Property (GFE/GFP).  

9.        Maintain and update applicable company registrations and certifications (i.e., DIBBS, SAM, DLA, JCP, ITAR, etc.).

10.     Complete other projects and tasks as assigned by your supervisor.  

11.     Follow all AS9100, internal quality policies, OSHA safety regulations, and company safety policies.

Job Requirements:

1.        U.S. citizenship or permanent resident (green card) required.  Sponsorship is not available with this position.

2.        High school diploma; Bachelor’s degree is a plus. 

3.        A minimum of three (3) years’ experience in program coordinator/management required.

4.        A minimum of three (3) years’ experience in successful grant writing. 

5.        Must have a demonstrated leadership experience and excellent communication skills.

6.        Must be detail-oriented and have a high degree of integrity and confidentiality. 

7.        Must be proficient in Microsoft Suite of software and apps (i.e., Excel and Project). 

8.        Adept at working with diverse staff and technologies.

9.        Ability to adapt to a fast-paced, ever-changing collaborative environment.  

10.     Familiarity with industry regulatory requirements. 

11.     Previous experience in R&D or government contract work is a plus.

12.     All employment at IBC is conditional upon results from background and drug testing.