DESCRIPTION

JOB TITLE: Program Tracking Specialist
EMPLOYMENT STATUS: Regular
WORK STATUS: Full-Time
FLSA STATUS: Exempt
OCCUPATIONAL GROUP: Professional
REPORTS TO: Program or Deputy Manager
DIRECTLY SUPERVISES: None

EXPERIENCE:

• 2-3 years in administrative, program management, or coordination roles, preferably in a DoD or Air Force environment.
• Hands-on experience with SharePoint for tracking, reporting, and workflow management.
• Familiarity with AETC processes, GTIMS, or Air Force waiver forms (e.g., AF Form 56, AF Form 4359) is a plus.
• Experience coordinating with multiple stakeholders, such as program managers, corporate offices, or contracting teams, in a government contract setting.
• Experience working with or supporting AETC, AMC, ACC, or AFSOC units.
• Experience supporting GTIMS in a flying squadron or command training environment

EDUCATION:

• Bachelor’s degree in business administration, management, or related field preferred; equivalent experience accepted.
• Training in SharePoint administration or Air Force records management is a plus.

Skills:

• Proficiency in SharePoint, including creating and managing lists, libraries, dashboards, and workflows (experience with Power Automate is a plus).
• Strong organizational and multitasking skills to manage complex coordination across TSMs, PMO, Program Manager, and Contracting.
• Excellent written and verbal communication for clear, professional stakeholder interactions.
• Proficiency in Microsoft Office Suite and familiarity with GTIMS or similar systems.

The Program Tracking Specialist tracks, coordinates, and provides status updates for class or student waiver requests using SharePoint and GTIMS. The role requires close collaboration with Training System Managers (TSMs), the Corporate Program Management Office (PMO), the Program Manager, and Contracting to ensure timely processing, compliance, and effective communication across stakeholders.

Essential Functions of the Position:

• Track Waivers in SharePoint: Maintain and update waiver records in SharePoint, creating lists, dashboards, and workflows to track status and documentation.
• Coordinate with Stakeholders: Liaise with Training System Managers (TSMs), Corporate PMO, Program Manager, and Contracting to gather documentation, clarify requirements, and resolve issues related to waiver requests.
• Provide Status Updates: Deliver regular updates (e.g., weekly or bi-weekly) via SharePoint dashboards, email, or meetings to TSMs, PMO, Program Manager, and Contracting, ensuring alignment and transparency.
• Ensure Compliance: Verify waiver requests comply with Air Force Instructions (AFIs), AETC policies, and contract requirements, coordinating with Contracting for contractual alignment.
• Maintain Records: Use SharePoint to organize, store, and archive waiver documents, ensuring accessibility and audit readiness.
• Support Process Improvement: Propose enhancements to SharePoint workflows or coordination processes to streamline interactions between TSMs, PMO, Program Manager, and Contracting.

Requirements:

Security Clearance:

• Active Secret clearance (Top Secret preferred).