Potomac Haven Inc

Compensation

Full Description

Description Potomac Haven is a purpose-driven professional services firm dedicated to providing digital transformation and program support services for a range of diverse federal program missions. Our focus extends across the intersections of national security, healthcare financial services and logistics programs. We are seeking an experienced Management Consultant to serve as the principal high-level advisor for a multiyear federal contract. The purpose of this contract is to serve the DHS Coast Guard, Business Operations Division and its associated business lines, which include Business Operations, Pay and Personnel Center, Community Services Command, Enlisted Personnel Management, Officer Personnel Management, Personnel Support, Reserve Personnel Management, and Civilian Personnel Management. The scope of work for this project encompasses a broad range of activities to facilitate organizational objectives, including but not limited to change management, strategic communications, strategic planning, business transformation, initiative management, governance support, software maintenance, and analytical services. We are seeking an experienced Management Consultant. This is a Key Personnel role that is responsible for managing multiple projects and ensuring quality across the contract’s deliverables. The role is like the Program/Project Manager of the contract team: juggling multiple improvement projects, applying process improvement techniques, interfacing with leadership for coaching and updates, and guaranteeing that all work products are of high quality and compliant with the contract’s standards. You will direct multiple complex projects, provide initiative management, process improvement, and executive coaching; reviews work products for quality/compliance. Responsibilities Project Identification and Prioritization Establish and maintain a structured process (a performance management identification and selection process) for surfacing potential improvement projects, including developing evaluation criteria and scoring methods to assess project value. Conduct analysis of PSC’s organizational needs and strategic goals to identify areas where initiatives or projects could significantly enhance performance. Use the selection framework to pinpoint projects with the greatest potential benefit to PSC’s mission. Advise PSC leadership on which proposed initiatives to prioritize, ensuring alignment with strategic objectives and resource availability. Project Selection Develop and document a “project pipeline” – a living portfolio of approved initiatives – that is continuously updated to reflect PSC’s chosen priorities and new ideas. Ensure that the composition of this project portfolio aligns with PSC’s strategic guidance and high-priority needs, so that all selected projects support the organization’s mission and goals. Regularly review and adjust the project portfolio with PSC leadership, adding, reprioritizing, or sunsetting projects in response to evolving mission requirements or new guidance. Project Portfolio Management Develop and maintain processes and tools to track the execution of high-priority projects in the portfolio, ensuring that integration and oversight mechanisms are in place, so projects do not operate in isolation. Monitor how the portfolio of projects is affecting PSC’s overall operational effectiveness and efficiency, identifying opportunities to streamline efforts across projects and eliminate redundant work. Assist leadership in gauging each project’s benefits and return on investment, using data to inform decisions about continuing, scaling, or adjusting projects for maximum impact. Project Execution Draft and refine project charters outlining scope, objectives, and deliverables, and facilitate stakeholder review and concurrence on these foundational documents. Organize project team formation and define clear roles/responsibilities, establishing a governance structure for each initiative. Select appropriate process-improvement methodologies (e.g., Lean Six Sigma, as needed) to achieve project objectives. Develop detailed implementation plans with defined milestones, resource needs, and decision points to guide project execution. Maintain integrated project schedules, status dashboards, and risk/issue logs to closely track progress. Proactively identify risks and issues; recommend and implement corrective actions to keep projects on schedule, within scope, and on budget. Conduct formal close-out activities for completed projects, ensuring all final deliverables and documentation (including lessons learned) are completed. Highlight and document successful practices or process improvements that could be replicated in future PSC initiatives. Best Practices and Lessons Learned Gather and document lessons learned and best practices from completed projects and initiatives, capturing what worked well and what pitfalls to avoid. Share these best practices and lessons across PSC (and other USCG units, as appropriate) to promote replication of successful processes and encourage collaboration enterprise-wide. Use the lessons learned repository to advise PSC leadership and teams on improving future project planning and execution, embedding a culture of continuous improvement throughout the organization. Business Transformation & Initiative Management Direct and oversee comprehensive business analyses, studies, and business-case development efforts aimed at improving PSC’s organizational performance and service delivery models. Ensure all analyses consider Coast Guard statutory requirements and align with the strategic goals of the Deputy Commandant for Personnel (CG-1). Identify opportunities for business process improvements or transformative initiatives (e.g., new organizational structures, process re-engineering) that will enhance mission support outcomes. Use data-driven analysis to justify recommendations and to design future-state models or processes for PSC. Oversee the execution of multiple improvement initiatives (potentially complex and concurrent), ensuring each project is managed effectively and remains aligned with the broader transformation strategy. Provide executive coaching to PSC leaders to help drive these changes within the organization. Evaluate Business Strategy Conduct a thorough business-case analysis to determine the optimal mission support delivery model for PSC’s needs, considering alternatives and aligning recommendations with best industry practices and Department of Defense (DoD) standards. Apply business process improvement tools (including Lean Six Sigma techniques, performance metric reviews, targeted research, process mapping, etc.) to analyze current processes and identify inefficiencies or capability gaps. Document current processes and recommend reforms that maximize effectiveness within existing resource constraints. Ensure any proposed new model aligns with the strategic goals of PSC and higher headquarters (e.g., ensuring support for CG Personnel Directorate (CG-1) objectives). Process and Performance Improvement Support the initiation, execution, and management of performance improvement programs that enhance how PSC’s organizations, personnel, and processes perform. Ensure each improvement project is properly scoped and launched with clear objectives and methodologies. Maintain and continuously refine the methodologies, tools, and best practices used for process and performance management at PSC. Introduce improvements to existing frameworks (or new techniques as needed) to increase efficiency and effectiveness of programs over time. Serve as a subject-matter expert and advisor in process improvement for various PSC customer agencies. Provide hands-on assistance and coaching in performance management techniques and ensure knowledge transfer so that government staff can sustain improvements after project completion. Project Management Strategic Planning, Analysis and Governance Facilitate active engagement of PSC leadership in all major change initiatives (change management, strategic planning, business transformation, etc.) by helping to establish governance structures and decision-making forums that guide these efforts. Provide advisory support to senior leaders in navigating organizational transitions, ensuring leadership’s strategic intent is translated into actionable plans and that governance bodies (steering committees, working groups) are effective in driving progress. Facilitation, Coordination, and Documentation Support Provide full-cycle support for important PSC meetings and collaborative forums (e.g., workshops, working groups, focus sessions). Ensure disciplined planning, from scheduling attendees and venues to preparing agendas and materials in advance, following recognized project management methods. During events, serve as the facilitator to guide discussions, keep participants focused on objectives, and capture key decisions or issues that arise. Keep meetings on track and productive, intervening as needed to maintain momentum toward desired outcomes. Document Outcomes: After sessions, produce clear documentation – including accurate meeting minutes, decision summaries, and an action item list with designated owners and due dates – and track all action items to completion with periodic follow-ups. Provide editorial and production support for all meeting outputs (presentations, read-ahead packets, minutes, reports), ensuring they are well-organized, free of errors, and compliant with PSC formatting guidelines. Archive final documents appropriately for future reference. Planning and Scheduling Coordinate participants’ calendars to schedule meetings or workshops at suitable times. Reserve conference rooms or set up virtual meeting links (Teleconference, VTC, Microsoft Teams) and send out meeting invitations well in advance. Develop meeting agendas outlining topics, objectives, and time allocations. Distribute the agenda along with any read-ahead materials or preparatory instructions to participants before the meeting to ensure everyone is prepared. Secure and prepare all needed resources (e.g., audiovisual equipment, presentation materials, handouts) and confirm any special requirements (such as building access for visitors) prior to the meeting date. Logistics and Execution Oversee the check-in or login process for participants on the meeting day. Ensure all invitees have the necessary access (badges for on-site meetings, dial-in details for virtual meetings) and address any connectivity or access issues promptly. For in person meetings, arrange the meeting space (seating layout, projectors, whiteboards, flip charts, etc.) to facilitate discussion and participation. If virtual, verify that the teleconference or Teams session is running smoothly and that all participants can engage. During the meeting, moderate the discussion according to the agenda. Keep the conversation on topic, manage the time for each section, and ensure that all voices are heard. Steer the group toward making decisions or capturing inputs as planned in the agenda. Documentation and Deliverables Take detailed notes or minutes during meetings, accurately capturing discussions, decisions made, and the rationale behind decisions when provided. Make note of any differing opinions or follow-up questions for the record. Clearly document every action item that arises – what needs to be done, who is responsible, and the due date or timeline for completion. Ensure that each action is assigned to an owner before the meeting concludes. Compile the meeting minutes and action item list and distribute them to all relevant stakeholders (attendees and others as appropriate) soon after the meeting. Set up a system (e.g., an action tracker or follow-up meetings) to monitor the progress of these action items to closure. Lead Editorial and Production Services Review and refine all documentation and presentation materials related to meetings (agendas, slides, minutes, summary reports). Perform copy-editing, formatting, and proofreading to ensure clarity, professionalism, and adherence to PSC’s style guidelines. Use version control practices to track changes in documents when multiple iterations are produced. Clearly label final versions and ensure that only the latest, approved documents are circulated for reference and archive. Maintain an organized archive of all finalized meeting documents in the designated PSC repository or SharePoint site, so that they can be easily retrieved for future reference or audits. Requirements Must have at minimum a Bachelor’s degree in Engineering, Business, or a related field, along with 7 years of relevant experience (or 5 years of experience if the candidate holds a Master’s or higher degree). Must have an active Project Management Professional (PMP) certification or a DHS Level II (mid-level) Program/Project Management certification. Experience with process improvement methodologies (like Lean, Six Sigma, etc.) is highly valuable Strong leadership and communication skills, as this position involves executive coaching and leading teams through change. B Management Consultant is expected to commit to the project long-term and likely serve as the deputy to the Senior Consultant in many ways, ensuring continuity of operations. Proficient in Microsoft Windows (including the Microsoft Office Suite, Microsoft Project, Microsoft Access, Python, Office365 and SharePoint). Demonstrate an ability to learn and utilize USCG-specific program management tools. Use of USCG-specific program and planning applications will be required. Must be able to: read, write, speak, and understand, English. Work Schedule: 8-hour shift during normal business hours of 8:30 am – 5 pm EST Monday to Friday Place of performance: Customer site in Washington, DC Benefits Comprehensive health (i.e., medical, dental, vision) insurance via Anthem; Potomac Haven subsidizes 70% of employee healthcare premiums Simple IRA and corporate match Educational, training, and certification assistance Complimentary short- and long-term disability insurance Three weeks paid time off; all federal holidays