Job Descriptions for Project Managers and Program Managers in Government Contracting

In the complex landscape of government contracting, the distinction between project managers and program managers is critical—yet often misunderstood. For HR professionals tasked with recruiting top talent in this specialized field, creating precise, comprehensive job descriptions is essential to attracting qualified candidates who understand the unique demands of federal work environments. This guide will walk you through best practices for developing position descriptions (PDs) for both roles, explain the strategic rationale behind key components, and provide ready-to-use templates that comply with federal standards.

Understanding the Fundamental Difference

Before crafting job descriptions, it's crucial to understand the core distinction between these two roles. A project manager focuses on the tactical execution of a single project with defined objectives, timelines, and deliverables. They manage day-to-day operations, coordinate resources, and ensure specific project goals are met within scope, schedule, and budget.

A program manager, conversely, operates at a strategic level, overseeing multiple related projects that collectively achieve broader organizational objectives. They align projects with agency mission and strategic goals, manage interdependencies between projects, and ensure that the sum of all project outcomes delivers the intended program benefits.

In government contracting, both roles require intimate knowledge of federal acquisition regulations (FAR), compliance requirements, security protocols, and the unique bureaucratic processes that govern public-sector work. The job descriptions must reflect these specialized requirements while clearly delineating the scope and authority of each position.

Best Practices for Government Contracting Position Descriptions

1. Align with Federal Classification Standards

Government contractors often work alongside federal employees or must align their organizational structures with agency requirements. Your position descriptions should reference the appropriate Office of Personnel Management (OPM) classification standards, typically the GS-0340 series for Program Management or the GS-1101 series for Business and Industry positions with project management responsibilities. Even if federal pay scales do not apply to you, this alignment helps candidates understand the role's level and complexity.

Rationale: Federal agencies and their contractors operate within a standardized framework. Using recognized classification language ensures consistency across the industry and helps candidates accurately assess whether their experience matches the position level.

2. Emphasize Clearance Requirements Early

Security clearance requirements should appear prominently in government contracting job descriptions. Many candidates in this field already hold clearances, and leading with this information helps qualified applicants self-select while preventing wasted time on both sides.

Rationale: Obtaining security clearances is time-consuming and expensive. By clearly stating clearance requirements upfront, you streamline the recruitment process and demonstrate your organization's understanding of government contracting realities.

3. Specify Contract Vehicle and Customer Agency

When possible, identify the specific contract vehicle (IDIQ, GSA Schedule, BPA, etc.) and customer agency. This transparency helps candidates understand the work environment, stability, and specific compliance requirements they'll encounter.

Rationale: Different agencies have distinct cultures, processes, and expectations. A program manager supporting DoD contracts faces different challenges than one supporting civilian agencies. Candidates with relevant agency experience can better assess fit, improving retention.

4. Detail Compliance and Regulatory Knowledge

Government contracting involves navigating complex regulatory frameworks. Your job descriptions should explicitly list required knowledge areas such as FAR/DFARS, DCAA compliance, earned value management (EVM), CMMI processes, or agency-specific requirements.

Rationale: Compliance failures can result in contract loss, financial penalties, or even debarment. Candidates must understand that regulatory knowledge isn't optional—it's a core competency that directly impacts contract performance and organizational reputation.

5. Distinguish Between Direct and Indirect Responsibilities

Clearly articulate whether the role involves direct customer interaction or primarily internal coordination. Government contracting often involves matrix management structures where project/program managers must influence without direct authority.

Rationale: The ability to navigate matrix organizations and influence stakeholders across organizational boundaries is critical in government contracting. Candidates need to understand the political and interpersonal dynamics they'll face.

6. Include Specific Tools and Methodologies

Government contracts often mandate specific project management tools (e.g., MS Project, Primavera P6, Jira) or methodologies (e.g., Agile, Waterfall, SAFe). List these explicitly rather than using generic terms like "project management software."

Rationale: Tool proficiency directly impacts productivity and billability. Candidates can assess their readiness, and you avoid onboarding delays while new hires learn the required systems.

7. Address Financial Management Responsibilities

Both project and program managers in government contracting typically have significant financial responsibilities, including budget development, cost tracking, invoice review, and financial reporting. These duties should be detailed with specific dollar thresholds when possible.

Rationale: Financial mismanagement on government contracts can trigger audits, impact fee structures, and damage client relationships. Candidates must understand the fiduciary responsibilities inherent in these roles.

8. Highlight Reporting and Documentation Requirements

Government work involves extensive documentation and reporting. Job descriptions should acknowledge the administrative burden associated with status reports, risk registers, lessons learned, and contract deliverables.

Rationale: Setting realistic expectations about documentation requirements helps prevent burnout and ensures candidates understand that paperwork isn't bureaucratic overhead—it's a contractual obligation and risk management tool.

Key Components of Effective Position Descriptions

Position Summary

A concise overview (2-3 sentences) that captures the role's essence, reporting relationship, and primary purpose. This should immediately convey the position's level and scope.

Essential Duties and Responsibilities

A detailed list of primary functions, typically 8-15 items for senior positions. These should be action-oriented, specific, and prioritized by importance. Use strong verbs like "directs," "develops," "ensures," "coordinates," and "manages."

Supervisory Responsibilities

Clearly state whether the position includes direct reports, the size of the team, and the nature of supervisory duties (hiring, performance management, professional development, etc.).

Qualifications and Requirements

Break this into distinct categories:

• Education: Minimum degree requirements and preferred fields of study

• Experience: Years of relevant experience, with specificity about government contracting experience

• Certifications: Required and preferred credentials (FMI, PMP, PgMP, DAWIA, etc.)

• Clearance: Type and level of security clearance required

• Technical Skills: Specific tools, systems, and methodologies

• Competencies: Soft skills and behavioral attributes essential for success

Physical Demands and Work Environment

While often overlooked, this section is important for compliance and setting expectations. Address travel requirements, work location (on-site at government facility, contractor office, hybrid, remote), and any physical requirements.

Compensation and Benefits

While not always included in the PD itself, providing a salary range and an overview of benefits significantly improves application rates and quality. Government contracting professionals are savvy about market rates and appreciate transparency.

Sample Position Description: Project Manager

POSITION TITLE: Project Manager – Government Contracting
DEPARTMENT: Program Delivery
REPORTS TO: Program Manager / Director of Project Management
FLSA STATUS: Exempt
CLEARANCE REQUIRED: Secret (Active)
LOCATION: [Customer Site/Hybrid/Remote]

Position Summary

The Project Manager is responsible for planning, executing, monitoring, and closing government contract projects in support of [Agency Name]. This role requires direct management of project teams, coordination with government stakeholders, and ensuring all deliverables meet contractual requirements, quality standards, and compliance obligations. The Project Manager serves as the primary point of contact for assigned projects. He is accountable for delivering results within scope, schedule, and budget constraints while maintaining strict adherence to Federal Acquisition Regulations (FAR) and agency-specific requirements.

Essential Duties and Responsibilities

Project Planning and Execution

• Develop comprehensive project plans, including scope statements, work breakdown structures (WBS), schedules, resource allocation plans, and budget estimates in accordance with contract requirements and organizational standards.

• Lead project kickoff meetings with government customers and internal teams to establish clear objectives, roles, responsibilities, and success criteria

• Implement and maintain project management processes consistent with PMI standards, organizational methodologies, and contract-specific requirements.

• Coordinate cross-functional teams, including technical staff, subject matter experts, subcontractors, and support personnel,l to execute project deliverables.

• Monitor project progress against established baselines, identify variances, and implement corrective actions to maintain schedule and budget compliance.

Stakeholder Management and Communication

• Serve as the primary liaison between the contractor team and the government Contracting Officer's Representative (COR), Program Manager, and other agency stakeholders.

• Conduct regular status meetings with government customers, providing transparent updates on progress, risks, issues, and upcoming milestones.s

• Prepare and deliver project status reports, dashboards, and presentations tailored to various stakeholder audiences, including technical teams, management, and government leadership.

• Manage stakeholder expectations through proactive communication, realistic commitments, and on-time delivery.

• Facilitate project meetings, including planning sessions, working groups, reviews, and retrospectives.

Financial and Contract Management

• Develop and manage project budgets ranging from $[X] to $[Y], tracking expenditures against contract funding and organizational financial targets

• Review and approve timesheets, expenses, and invoices to ensure accurate cost allocation and compliance with contract terms.

• Monitor burn rates and earned value metrics, forecast financial performance, and identify potential overruns or underruns.

• Coordinate with contracts and finance teams to support invoice preparation, contract modifications, and funding actions.

• Ensure project activities align with the contract scope, terms, and conditions, and escalate potential scope creep or contract issues appropriately.

Risk and Issue Management

• Identify, assess, and document project risks using structured risk management processes and tools

• Develop and implement risk mitigation strategies, monitor effectiveness, and adjust approaches as needed.

• Manage project issues by resolving them; escalate to program management or government stakeholders as needed.

• Maintain risk registers and issue logs in accordance with organizational and contract requirements.

• Conduct lessons learned sessions to capture insights and improve future project performance.

Quality Assurance and Compliance

• Ensure all project deliverables meet quality standards, contract specifications, and government acceptance criteria before submission.n

• Implement quality control processes, including peer reviews, testing protocols, and validation procedures.

• Maintain compliance with applicable regulations,s including FAR/DFARS, agency-specific policies, security requirements, and organizational standards.

• Support audit activities, including DCAA audits, by providing documentation and responding to information requests.

• Ensure proper documentation and record-keeping in accordance with contract requirements and applicable federal records-retention policies.

Team Leadership and Development

• Provide day-to-day direction and guidance to project team members, fostering a collaborative and high-performance work environment.t

• Conduct performance feedback sessions to recognize achievements and address performance issues promptly.

• Support professional development of team members through mentoring, training opportunities, and stretch assignments.

• Facilitate conflict resolution within the project team to promote constructive dialogue and win-win solutions.

• Contribute to recruitment and staffing decisions for project positions

Tools and Systems Management

• Utilize project management tools, including [MS Project/Primavera P6/Jira/etc], to plan, track, and report on project activities

• Maintain project documentation in organizational repositories, including SharePoint, project management information systems (PMIS), and contract-specific platforms.s

• Leverage collaboration tools to facilitate team communication and document sharing in compliance with security requirements.

• Generate reports and metrics from project management systems to support decision-making and stakeholder communication.

Supervisory Responsibilities

This position typically supervises [2-8] project team members, including technical staff, analysts, and support personnel. Supervisory duties include assigning work, monitoring performance, supporting professional development, and contributing to hiring and performance evaluation processes. The Project Manager may also coordinate the work of subcontractor personnel without direct supervisory authority.

Qualifications

Education:

• Bachelor's degree in Business Administration, Management, Engineering, Information Technology, or related field required

• Master's degree preferred

Experience:

• Minimum 5 years of project management experience, with at least 3 years in a government contracting environment

• Demonstrated experience managing projects with budgets exceeding $[X] and teams of [Y+] members

• Proven track record of delivering complex projects on time, within budget, and meeting quality standards

• Experience working directly with federal government customers and navigating agency processes

• Familiarity with Federal Acquisition Regulations (FAR) and government contract compliance requirements

Certifications:

• Federal Management Institute GovCon Certification or Project Management Professional (PMP) certification required

• Agile certifications (CSM, SAFe, etc.) preferred, depending on project methodology

• DAWIA or FAC-P/PM certification preferred for DoD or civilian agency contracts

Clearance:

• Active Secret security clearance required (or ability to obtain within [timeframe])

• [Top Secret/SCI may be required for specific contracts]

Technical Skills:

• Expert proficiency in project management software (MS Project, Primavera P6, or equivalent)

• Advanced skills in Microsoft Office Suite, particularly Excel for financial tracking and PowerPoint for presentations

• Experience with collaboration platforms (SharePoint, MS Teams, Confluence, etc.)

• Familiarity with earned value management (EVM) concepts and tools

• Knowledge of Agile/Scrum methodologies and tools (Jira, Rally, etc.) as applicable

Core Competencies:

• Leadership: Ability to motivate and direct teams toward common objectives without always having direct authority

• Communication: Exceptional written and verbal communication skills, with the ability to tailor messages to diverse audiences

• Problem-Solving: Strong analytical and critical thinking skills to identify issues and develop practical solutions

• Adaptability: Flexibility to navigate changing priorities, requirements, and stakeholder needs in dynamic government environments

• Attention to Detail: Meticulous approach to documentation, compliance, and quality assurance

• Customer Focus: Commitment to understanding and exceeding government customer expectations

• Integrity: Unwavering ethical standards and commitment to compliance with regulations and organizational values

• Time Management: Ability to manage multiple priorities, deadlines, and competing demands effectively

Physical Demands and Work Environment

• This position operates in a professional office environment, which may be located at a government facility, contractor office, or home office, depending on contract and agency requirements

• Travel may be required up to [X%] ofthe  time for customer meetings, team gatherings, or project-related activities

• Ability to work extended hours during critical project phases or to meet deadline commitments

• Must be able to sit for extended periods and work at a computer workstation

• May require occasional lifting of equipment or materials up to [X] pounds

• The work environment may include secure facilities requiring compliance with physical security protocols

Compensation and Benefits

• Salary Range: $[X] - $[Y] commensurate with experience and qualifications

• Comprehensive benefits package including health, dental, vision, life insurance, and disability coverage

• 401(k) retirement plan with company match

• Paid time off, including vacation, sick leave, and holidays

• Professional development support, including training, certifications, and conference attendance

• [Additional benefits specific to your organization]

Sample Position Description: Program Manager

POSITION TITLE: Program Manager – Government Contracting
DEPARTMENT: Program Management Office
REPORTS TO: Director of Programs / Vice President
FLSA STATUS: Exempt
CLEARANCE REQUIRED: Secret (Active)
LOCATION: [Customer Site/Hybrid/Remote]

Position Summary

The Program Manager provides strategic leadership and oversight for a portfolio of related projects supporting [Agency Name] under [Contract Vehicle]. This senior leadership role is responsible for aligning multiple projects with agency mission objectives, managing program-level risks and interdependencies, ensuring contract performance excellence, and serving as the primary executive interface with government leadership. The Program Manager has full profit-and-loss (P&L) responsibility for the program, manages a team of project managers and support staff, and ensures that all activities comply with contractual obligations, the Federal Acquisition Regulation (FAR), and organizational standards. This role requires exceptional strategic thinking, stakeholder management, and the ability to navigate complex government environments while delivering measurable value to both the customer and the organization.

Essential Duties and Responsibilities

Strategic Program Leadership

• Provide executive-level leadership for a program consisting of [X] projects with a total contract value of $[Y] and a team of [Z] personnel

• Develop and execute a program strategy that aligns with the agency's mission, strategic objectives, and organizational business goals.

• Establish program vision, goals, and success metrics in collaboration with government leadership and internal stakeholders.

• Ensure program activities support broader agency initiatives and integrate effectively with other agency programs and systems.

• Represent the organization at executive-level meetings with government leadership, industry partners, and other stakeholders.

• Make strategic decisions regarding program direction, resource allocation, and investment priorities.

Program Planning and Governance

• Develop comprehensive program management plans that include governance structures, communication protocols, risk management frameworks, and quality assurance processes.

• Establish and chair program governance bodies, including steering committees, change control boards, and executive review forums.

• Create and maintain program roadmaps that sequence projects strategically and optimize resource utilization.n

• Define program-level key performance indicators (KPIs) and metrics, establishing baselines and targets for success measurement.

• Implement program management methodologies and best practices consistent with PMI standards, organizational frameworks, and contract requirements.s

• Ensure consistent application of project management processes across all program projects while allowing appropriate flexibility.

Multi-Project Coordination and Integration

• Oversee multiple concurrent projects, ensuring alignment with program objectives and managing interdependencies.

• Coordinate resource allocation across projects to balance competing priorities and optimize utilization.n

• Identify and manage cross-project dependencies to ensure project schedules and deliverables are aligned.

• Facilitate integration of project outputs into cohesive program outcomes that deliver intended benefits.

• Resolve conflicts between projects regarding resources, priorities, or technical approaches

• Ensure knowledge sharing and lessons learned are captured and applied across the program

Government Customer Relationship Management

• Serve as the primary executive point of contact for government Program Managers, Contracting Officers, and senior agency leadership

• Build and maintain strong, trust-based relationships with government stakeholders at all organizational levels

• Conduct regular executive briefings and program reviews with government leadership, providing strategic insights and recommendations

• Anticipate customer needs and proactively propose solutions that add value beyond contractual requirements

• Navigate agency politics and organizational dynamics to advance program objectives and resolve issues

• Represent contractor interests while maintaining an unwavering commitment to customer mission success

Financial and Contract Performance Management

• Maintain full P&L responsibility for the program, managing revenue, costs, and profitability targets

• Develop and manage program budgets exceeding $[X], ensuring financial performance meets organizational objectives

• Monitor financial metrics, including revenue recognition, burn rates, earned value, and profit margins

• Forecast financial performance, identifying risks and opportunities, and implementing corrective actions

• Oversee invoice preparation and submission, ensuring accuracy and compliance with contract terms

• Coordinate contract modifications, option exercises, and recompete activities with contracts and business development teams

• Ensure program activities remain within contract scope, managing scope creep and negotiating changes when necessary

• Support pricing and proposal development for contract modifications, task orders, and recompete efforts

Risk and Issue Management

• Identify, assess, and manage program-level risks that could impact multiple projects or overall program success

• Develop and implement comprehensive risk mitigation strategies, monitor effectiveness, and adjust as needed

• Escalate critical risks to organizational leadership and government stakeholders with recommended courses of action

• Manage program-level issues through resolution, coordinating across projects and engaging stakeholders as appropriate

• Maintain program risk registers and issue logs, ensuring visibility and accountability

• Conduct program-level lessons learned activities, capturing insights and driving continuous improvement

Quality Assurance and Compliance

• Establish and enforce quality standards across all program projects, ensuring consistent delivery of high-quality products and services

• Implement quality assurance processes, including reviews, audits, and validation procedures

• Ensure program compliance with all applicable regulations, including FAR/DFARS, agency policies, security requirements, and organizational standards

• Support audit activities, including DCAA audits, contract compliance reviews, and organizational assessments

• Maintain program documentation and records in accordance with contract requirements and federal retention policies

• Drive continuous improvement initiatives to enhance program performance, efficiency, and customer satisfaction

Team Leadership and Organizational Development

• Lead, mentor, and develop a team of project managers, technical leads, and support staff

• Conduct performance management activities, including goal setting, feedback, performance evaluations, and development planning

• Foster a high-performance culture characterized by accountability, collaboration, innovation, and customer focus

• Make hiring decisions for program positions, building a team with the skills and experience needed for program success

• Address performance issues promptly and effectively, providing coaching or taking corrective action as needed

• Support the career development of team members through mentoring, training opportunities, and succession planning

• Promote diversity, equity, and inclusion within the program team

Business Development and Growth

• Identify opportunities for program expansion, contract modifications, and follow-on work

• Collaborate with business development teams on capture activities, proposal development, and customer engagement strategies

• Provide technical and programmatic input to proposals, including solution design, staffing plans, and pricing strategies

• Support contract recompete efforts, positioning the program for continued success

• Build organizational capabilities and past performance that support future business development efforts

• Maintain awareness of agency priorities, budget trends, and competitive landscape

Stakeholder Communication and Reporting

• Develop and execute comprehensive communication strategies that keep all stakeholders informed and engaged

• Prepare and deliver executive-level presentations, reports, and briefings to government leadership and internal management

• Conduct regular program reviews with project managers, ensuring alignment and addressing issues

• Facilitate communication between projects, government stakeholders, and organizational leadership

• Manage stakeholder expectations through transparent communication and realistic commitments

• Represent the program at industry events, conferences, and professional forums as appropriate

Supervisory Responsibilities

This position has direct supervisory responsibility for [X] project managers and [Y] support staff, with indirect oversight of [Z] total program personnel, including subcontractors. Supervisory duties include hiring, work assignment, performance management, professional development, compensation decisions, and disciplinary actions. The Program Manager is responsible for building and maintaining a high-performing team capable of delivering program objectives.

Qualifications

Education:

• Bachelor's degree in Business Administration, Management, Engineering, Information Technology, or related field required

• Master's degree in Business Administration (MBA), Management, or related field strongly preferred

• An advanced technical degree may substitute for a business degree, depending on the program technical requirements

Experience:

• Minimum 10 years of progressive experience in program/project management, with at least 7 years in government contracting

• Minimum 5 years of experience managing programs with budgets exceeding $[X] million

• Demonstrated experience leading teams of 20+ personnel, including project managers and technical staff

• Proven track record of successful contract performance, customer satisfaction, and business growth

• Experience managing P&L responsibility and achieving financial targets

• Deep understanding of Federal Acquisition Regulations (FAR/DFARS) and government contracting compliance

• Experience with contract types, including Cost-Plus, Time & Materials, and Firm Fixed Price

• Demonstrated ability to build and maintain executive-level government customer relationships

Certifications:

• Federal Management Institute Certification or Program Management Professional (PgMP) certification strongly preferred

• DAWIA Level III or FAC-P/PM Level III certification is highly desirable for DoD or civilian agency programs

• Additional relevant certifications (Agile, ITIL, Six Sigma, etc.) are valued depending on program requirements

Clearance:

• An active Secret security clearance is required minimum

• Top Secret clearance preferred

• [SCI or special program access may be required for specific contracts]

Technical Skills:

• Expert knowledge of program and project management methodologies, tools, and best practices

• Proficiency in enterprise project management tools (MS Project, Primavera P6, or equivalent)

• Advanced financial management skills, including budgeting, forecasting, and earned value management

• Strong analytical skills with the ability to interpret complex data and make data-driven decisions

• Excellent presentation skills with proficiency in PowerPoint and other visualization tools

• Experience with collaboration platforms and program management information systems

Core Competencies:

• Strategic Thinking: Ability to see the big picture, anticipate future needs, and position the program for long-term success

• Executive Presence: Professional demeanor and communication style appropriate for senior government and organizational leadership

• Leadership: Proven ability to inspire, motivate, and develop high-performing teams

• Relationship Management: Exceptional interpersonal skills and ability to build trust-based relationships with diverse stakeholders

• Business Acumen: Strong understanding of business operations, financial management, and competitive dynamics

• Problem-Solving: Sophisticated analytical and critical thinking skills to address complex, ambiguous challenges

• Influence: Ability to drive outcomes through influence, negotiation, and persuasion without direct authority

• Adaptability: Flexibility to navigate changing government priorities, organizational dynamics, and market conditions

• Communication: Outstanding written and verbal communication skills, with the ability to tailor messages to diverse audiences

• Integrity: Unwavering ethical standards and commitment to compliance, transparency, and doing what's right

• Customer Focus: Deep commitment to understanding and exceeding government customer expectations

• Results Orientation: Track record of delivering results, meeting commitments, and achieving objectives

Physical Demands and Work Environment

• This position operates in a professional office environment, which may include government facilities, contractor offices, or a home office, depending on contract requirements

• Regular travel required (up to 25-30%) for customer meetings, team gatherings, conferences, and business development activities

• Ability to work extended hours as needed to meet program demands, customer needs, and organizational objectives

• Must be able to sit for extended periods and work at a computer workstation

• The work environment may include secure facilities requiring compliance with physical security protocols and procedures

• May require occasional lifting of equipment or materials up to 25 pounds

Compensation and Benefits

• Salary Range: $[X] - $[Y] commensurate with experience and qualifications

• Performance-based bonus potential tied to program financial performance and customer satisfaction

• Comprehensive benefits package including health, dental, vision, life insurance, and disability coverage

• 401(k) retirement plan with generous company match

• Paid time off, including vacation, sick leave, and holidays

• Professional development support, including training, certifications, and conference attendance

• [Additional executive benefits specific to your organization]

Key Differences Highlighted in the Position Descriptions

To help HR professionals and hiring managers understand the distinctions between these roles, here are the key differentiators reflected in the sample PDs:

Scope and Focus

• Project Manager: Tactical execution of individual projects with defined deliverables

• Program Manager: Strategic oversight of multiple related projects aligned with broader objectives

Stakeholder Level

• Project Manager: Works primarily with CORs, technical leads, and mid-level government staff

• Program Manager: Interfaces with senior government leadership, executives, and decision-makers

Financial Responsibility

• Project Manager: Manages project budgets and tracks costs against baselines

• Program Manager: Full P&L responsibility with accountability for revenue, profitability, and financial performance

Team Leadership

• Project Manager: Leads project teams of 2-8 members, often with matrix reporting relationships

• Program Manager: Leads multiple project managers and larger teams (20+ personnel) with direct supervisory authority

Decision-Making Authority

• Project Manager: Makes tactical decisions within project scope and escalates strategic issues

• Program Manager: Makes strategic decisions affecting program direction, investments, and organizational commitments

Experience Requirements

• Project Manager: 5+ years with 3+ in government contracting

• Program Manager: 10+ years with 7+ in government contracting and demonstrated senior leadership

Certification Expectations

• Project Manager: FMI required

• Program Manager: FMI required

Implementation Guidance for HR Professionals

Customization Considerations

While the sample position descriptions provided are comprehensive, they should be tailored to your specific organizational context:

1. Contract-Specific Requirements: Adjust technical skills, methodologies, and tools based on your actual contract requirements. A program supporting agile software development will differ significantly from one focused on infrastructure projects.

2. Organizational Structure: Modify reporting relationships and supervisory responsibilities to reflect your organizational hierarchy and management philosophy.

3. Compensation Ranges: Research market rates for your geographic area and adjust salary ranges accordingly. Government contracting salaries vary significantly by region, agency, and contract type.

4. Clearance Requirements: Specify the actual clearance level required for your contracts. Don't overstate requirements, as this unnecessarily limits your candidate pool.

5. Agency-Specific Language: If you support a specific agency, incorporate their terminology, priorities, and cultural elements to demonstrate your understanding of their environment.

Recruitment Strategy Recommendations

Where to Post:

• ClearanceJobs.com (essential for cleared positions)

• LinkedIn (target government contracting groups and communities)

• Professional associations (PMI chapters, NCMA, etc.)

• Agency-specific job boards and veteran employment sites

• Your company website and employee referral programs

Screening Criteria:
Focus your initial screening on these non-negotiable factors:

• Active clearance at the required level (or recent clearance within the reinvestigation window)

• Required certifications (FMI,PMP/PgMP)

• Minimum years of government contracting experience

• Experience with your customer agency or similar agencies

• Availability to start within your required timeframe

Interview Process:
Structure your interview process to assess both technical competencies and cultural fit:

• Phone Screen: Verify basic qualifications, clearance status, salary expectations, and interest level

• Technical Interview: Assess project/program management knowledge, methodology expertise, and problem-solving abilities

• Behavioral Interview: Evaluate leadership style, communication skills, and cultural alignment

• Customer Interview: For senior positions, consider including government customer representatives in final interviews

• Reference Checks: Verify past performance, particularly with government customers and in similar roles

Onboarding Considerations

Government contracting positions require specialized onboarding beyond typical corporate orientation:

1. Contract Familiarization: Ensure new hires thoroughly understand contract scope, terms, deliverables, and customer expectations

2. Compliance Training: Provide comprehensive training on FAR/DFARS, timekeeping, expense reporting, and ethics requirements

3. Customer Introduction: Facilitate early meetings with government stakeholders to build relationships

4. Security Processing: Complete all required security paperwork, facility access requests, and system authorizations

5. Tool Access: Ensure access to all required project management tools, collaboration platforms, and customer systems

6. Mentor Assignment: Pair new hires with experienced team members who can guide organizational and customer norms

Common Pitfalls to Avoid

Overly Generic Descriptions

Avoid using boilerplate language that could apply to any industry. Government contracting has unique characteristics that should be explicitly addressed. Generic descriptions attract unqualified candidates and fail to excite those with relevant experience.

Unrealistic Qualification Requirements

Don't create "unicorn" job descriptions that require every possible skill and certification. Prioritize must-have qualifications versus nice-to-have attributes. Overly restrictive requirements limit your candidate pool and extend time-to-fill.

Neglecting Soft Skills

While technical qualifications are necessary, government contracting success depends heavily on relationship management, communication, and political savvy. Ensure your PDs adequately emphasize these competencies.

Unclear Career Progression

Candidates want to understand growth opportunities. Consider how your project manager and program manager roles relate to one another and to other positions within your organization. Make career paths visible.

Ignoring Market Realities

Government contracting is a competitive talent market. If your compensation, benefits, or work arrangements aren't competitive, acknowledge this and emphasize other value propositions, such as mission impact, professional development, or work-life balance.

Insufficient Compliance Language

Government contracts often include specific labor categories, education requirements, or experience criteria. Ensure your PDs align with contract requirements to avoid compliance issues or customer objections.

Measuring Success

After implementing these position descriptions, track these metrics to assess effectiveness:

• Time-to-Fill: How long from posting to accepted offer?

• Application Quality: Percentage of applicants meeting minimum qualifications

• Offer Acceptance Rate: How many candidates accept your offers?

• New Hire Performance: How quickly do new hires become productive?

• Retention: Are people staying in these roles, or is turnover high?

• Customer Satisfaction: What feedback do government customers provide about your project/program managers?

Use this data to refine your position descriptions and recruitment strategies continuously.

Key Takeaways

1. Clarity is Critical: Government contracting roles require precise, detailed position descriptions that clearly articulate scope, responsibilities, and requirements. Ambiguity leads to mismatched expectations and poor hiring outcomes.

2. Context Matters: Generic project/program manager descriptions don't work in government contracting. Your PDs must reflect the unique regulatory environment, customer dynamics, and compliance requirements of federal work.

3. Differentiate Roles Clearly: Project managers focus on the tactical execution of individual projects, while program managers provide strategic oversight of multiple related projects. These are distinct roles that require different levels of experience, skills, and competencies.

4. Lead with Clearance Requirements: Security clearance requirements should be prominent in government contracting job descriptions. This helps qualified candidates self-select and streamlines your recruitment process.

5. Emphasize Compliance Knowledge: FAR/DFARS knowledge, DCAA compliance, and regulatory expertise aren't optional—they're core competencies. Make this clear in your position descriptions.

6. Balance Technical and Soft Skills: While certifications and technical skills are necessary, success in government contracting depends heavily on relationship management, communication, and the ability to navigate complex organizational dynamics.

7. Be Transparent About Challenges: Government contracting involves bureaucracy, documentation requirements, and political dynamics. Setting realistic expectations improves retention and job satisfaction.

8. Customize for Your Context: The sample PDs provided are starting points. Tailor them to your specific contracts, customer agencies, organizational structure, and culture.

9. Invest in Onboarding: Government contracting roles require specialized onboarding covering contract specifics, compliance requirements, customer expectations, and organizational norms. Don't shortchange this critical process.

10. Continuously Improve: Track recruitment metrics and gather feedback from hiring managers, new hires, and government customers. Use this data to refine your position descriptions and recruitment strategies over time.

Conclusion

Crafting compelling position descriptions for project managers and program managers in government contracting is both an art and a science. It requires a deep understanding of the roles, the government contracting environment, and your organizational needs. The sample PDs provided in this guide offer comprehensive, ready-to-use templates that reflect industry best practices and address the unique requirements of federal work.

However, remember that position descriptions are living documents. As contracts evolve, customer needs change, and your organization grows, your PDs should be updated to reflect current realities. Regularly review and refresh these documents, incorporating lessons learned from your recruitment experiences and your teams' feedback.

By investing time and attention in developing clear, comprehensive, and compelling position descriptions, you'll attract higher-quality candidates, reduce time-to-fill, improve retention, and ultimately deliver better results for your government customers. In the competitive government contracting market, your ability to recruit and retain top project and program management talent is a critical differentiator—and it all starts with an excellent position description.