A Deputy Program Manager is a professional who assists in the management and coordination of programs within an organization. They play a crucial role in supporting the Program Manager and ensuring the successful execution of various projects. In this blog post, we will describe the primary responsibilities and the most in-demand hard and soft skills for Deputy Program Managers.

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Main Responsibilities of a Deputy Program Manager

The following list describes the typical responsibilities of a Deputy Program Manager:

Act

Act on behalf of the Project Manager in his / her absence.

Address

Address critical issues in the project by providing and executing action plans.

Allocate

• Allocate resources and assess / manage risk.

• Allocate resources effectively and ensure optimal utilization.

Analyze

Analyze and resolve simple and moderately complex problems using project management tools.

Apply

Apply change, risk and resource management to complex program using various tools.

Assist in

• Assist in identifying and securing funding opportunities for program initiatives.

• Assist in managing the contractor program and project teams for optimal program effectiveness.

• Assist in the direction of program activities.

• Assist in the organizing, and managing aspects of contract operational support functions.

• Assist in the preparation of graphic displays, presentations, reports.

• Assist PM to provide advice and guidance regarding TAPXXI.

• Assist PM with direct Face-to-face assistance with HRC Management Team.

• Assist PM with directing, defining and coordinating program issues and find workable solutions.

• Assist the Program Manager in managing the program team.

Build

Build and maintain strong customer relationships.

Carry out

Carry out strategic and high-impact.

Collaborate with

• Collaborate with multi-disciplinary teams on a wide-range of projects.

• Collaborate with stakeholders to define project scope, objectives, and deliverables.

Communicate

Communicate regularly with client staff, project managers, external agency and consultant staff.

Conduct

• Conduct command level briefings to government personnel and SFL-TAP stakeholders.

• Conduct feasibility studies and risk assessments for new program initiatives.

• Conduct market ally outreach and training as needed.

• Conduct performance evaluations for team members and provide feedback.

• Conduct regular meetings and provide status updates to stakeholders.

• Conduct research and analysis to support program development and decision-making.

• Conduct risk assessments and develop contingency plans.

Coordinate

• Coordinate and develop financial plans for the program.

• Coordinate and lead cross-functional teams to execute project plans.

• Coordinate and participate in project audits and reviews.

• Coordinate various components that contribute to the project to ensure on-time delivery.

• Coordinate with or follow up on program Quality Assurance activities as appropriate.

Correspondence

Correspondence through letters, meeting minutes and memo writing.

Create

Create and maintain project schedules, ensuring timely completion of tasks.

Develop

• Develop and implement program strategies to achieve organizational goals.

• Develop and maintain program documentation, including project plans and reports.

• Develop and provide monthly status reports (MSRs) to the COR, CO, RIDS FO Supervisor, and RIDS ASC.

Disaster

Disaster risks and reduce future losses in its communities.

Ensure

• Ensure compliance with organizational policies, regulations, and industry standards.

• Ensure effective communication and information flow across all project stakeholders.

• Ensure that deadlines are met.

Establish

• Establish and maintain project files.

• Establish and maintain strong relationships with clients, vendors, and partners.

Foster

Foster a positive work environment and promote teamwork and collaboration.

Help

Help develop and control deadlines, budgets, program schedule and activities.

Identify

Identify training needs and provide coaching and mentorship to team members.

Implement

• Implement and improve program management processes and methodologies.

• Implement and provide guidance to staff on SFL-TAP policies and processes.

Interface with

Interface with customers, U.S. vendors, company inter-office departments,and other divisions.

Keep

Keep all parties informed of progress and any outstanding issues.

Lead

Lead the development of a compliant and compelling Program Management solution.

Maintain

• Maintain a database of all actions and assure follow-up.

• Maintain a sound understanding of cyber security service offerings.

• Maintain direct involvement in all modification activities associated with the program.

Manage

• Manage and implement infrastructure upgrades leveraging project management best practices.

• Manage and resolve conflicts or issues that arise during program execution.

• Manage budgets and financial aspects of the program.

• Manage several projects to ensure their on time delivery according to customer expectations.

• Manage the program inboxes to ensure prompt responses to participants, clients and service providers.

Monitor

• Monitor and evaluate program outcomes, making recommendations for improvement.

• Monitor and report schedule status and progress.

• Monitor / manage project production for compliance with schedule, budget and quality objectives.

• Monitor project progress, identify risks and issues, and develop mitigation plans.

Oversee

Oversee and assigns tasks.

Perform

Perform data management in proprietary database.

Plan

Plan, organize, oversee and control designated contract activities with ACO / COR.

Prepare

• Prepare and deliver presentations on program status and achievements.

• Prepare and issue a Monthly Progress Report for Customer approval.

Promote

Promote continuous improvement and innovation within the program.

Provide

• Provide guidance to SFL – TAP staff in regards to new surveys.

• Provide leadership, mentorship, and evaluate program staff at multiple locations.

• Provide process and / or system improvement recommendations where warranted.

• Provide project management support to the PM VISSC team if required.

• Provide support to the Project Manager as related to project management and its various activities.

• Provide technical expertise and training to other CAE USA departments in support of program.

Recruit

Recruit / retain service providers to participate in the program to meet program savings goals.

Schedule

• Schedule and assign staff.

• Schedule and coordinate project meetings.

Serve as

Serve as a backup to the Program Manager in their absence.

Stay informed about

• Stay informed about relevant regulations and compliance requirements.

• Stay updated with industry trends and best practices in program management.

Support

• Support internal and external meetings and tele-conferences as requested.

• Support the Program Manager in defining Payment Milestones and performing Cashflow analysis.

• Support the Program Manager in stakeholder engagement and relationship management.

• Support the Program Manager in strategic decision-making.

Work with

Work with the customer to establish and manage priorities on infrastructure related projects.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Deputy Program Manager:

1. Project management software (e.g., Microsoft Project, JIRA)

2. Budgeting and financial management

3. Risk management

4. Resource allocation and planning

5. Data analysis and reporting

6. Quality assurance and control

7. Contract management

8. Performance measurement and metrics

9. Change management

10. Regulatory compliance

11. Technical proficiency in relevant tools or technologies

12. Procurement and vendor management

13. Knowledge of program management methodologies (e.g., Agile, Waterfall)

14. Stakeholder management

15. Strategic planning

16. Business process improvement

17. Presentation and public speaking skills

18. Information security and data privacy

19. Research and analytical skills

20. Negotiation and conflict resolution

Most In-demand Soft Skills

The following list describes the most required soft skills of a Deputy Program Manager:

1. Leadership and team management

2. Communication and interpersonal skills

3. Problem-solving and decision-making

4. Adaptability and flexibility

5. Critical thinking and analytical mindset

6. Time management and organization

7. Collaboration and teamwork

8. Emotional intelligence and empathy

9. Negotiation and persuasion

10. Resilience and stress management

Conclusion

In conclusion, being a Deputy Program Manager requires a diverse skill set encompassing both technical and soft skills. The responsibilities range from strategic planning and coordination to team management and stakeholder engagement. By possessing the necessary skills and competencies, Deputy Program Managers can contribute to the successful execution of programs and drive organizational success.