CAREER GUIDE PROGRAM MANAGER

SOC Code: 11-9199.65 (Virginia Extension Code)

Pay Band(s): 4,5 and 6          (Salary Structure)

Standard Occupational Description: There is no standard occupational description for the occupation of Program Manager as used by the Commonwealth. This occupation will be included in the Managers, All Others. This group is comprised of many different types of management occupations with a wide range of characteristics. 

Commonwealth of Virginia Description: Plan, direct, or coordinate program activities and staff of a program(s) of an organization.

Program Manager positions in the Commonwealth are assigned to the following Roles in the Program Administration Career Group

Program Administration Manager I

Program Administration Manager II

Program Administration Manager III

While Program Managers within the Commonwealth are all located within the Program Administration Career Group, individuals may want to pursue other opportunities within the Commonwealth depending upon individual training, education, knowledge, skills, abilities, and interests.   

Other Career Group(s) that may be of interest are:

General Administration

Training and Instruction

Policy Analysis and Planning

Human Resources

SKILLS, KNOWLEDGE, ABILITIES AND TASKS

(Technical and Functional Expertise)

Skills
Note: The technical and functional skills listed below are based on general occupational qualifications for Program Managers commonly recognized by most employers.  Typically, you will not be required to have all of the skills listed to be a successful performer.  Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.

1. Motivating, developing, and directing people as they work, identifying the best people for the job.
2. Communicating effectively in writing as appropriate for the needs of the audience.
3. Talking to others to convey information effectively.
4. Understanding written sentences and paragraphs in work related documents.
5. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
6. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
7. Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
8. Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
9. Adjusting actions in relation to others' actions.
10. Being aware of others' reactions and understanding why they react as they do.

Knowledge
Note: The technical and functional knowledge statements listed below are based on general occupational qualifications for Program Managers commonly recognized by most employers.  Typically, you will not be required to have all of the knowledge listed to be a successful performer.  Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.

The Knowledge of:

1. Principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
2. Business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
3. Arithmetic, algebra, geometry, calculus, statistics, and their applications.
4. Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
5. Principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
6. Laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
7. Human behavior and performance; individual differences in ability, personality, and interests; learning and motivation.
8. Program area and the laws, regulations, policies and procedures relevant to the program.
9. Programs practices, techniques, methods, instruments, and equipment.
10. Management processes and techniques.

Abilities
Note: The technical and functional abilities listed below are based on general occupational qualifications for Program Managers commonly recognized by most employers.  Typically, you will not be required to have all of the abilities listed to be a successful performer.  Recruitment and selection standards for an individual state job must be based on the specific knowledge, skills, and abilities for that job as indicated in the job announcement and job description in the Employee Work Profile.

The Ability to:

1. Communicate information and ideas in speaking so others will understand.
2. Communicate information and ideas in writing so others will understand.
3. Tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
4. Listen to and understand information and ideas presented through spoken words and sentences.
5. Read and understand information and ideas presented in writing.
6. Arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
7. Apply general rules to specific problems to produce answers that make sense.
8. Combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
9. Shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
10. Gather and interpret data, reach logical conclusions and present findings and recommendations.

Tasks
Note:  The following is a list of sample tasks typically performed by Program Managers.  Employees in this occupation will not necessarily perform all of the tasks listed. 

Tasks

1. Administer, direct, and review program area(s) of an organization to meet organizational objectives and goals.
2. Analyze policies, government regulations, and legislation to develop new program policies and plans or revise existing program policies and procedures.
3. Analyze statistical data and reports to identify and determine causes of problems and develop recommendations for improvement of organization's systems, procedures, or programs.
4. Analyze and interpret results of studies, and prepare reports detailing findings, recommendations, or conclusions and determine areas requiring additional resources and new program implementation.
5. Consult with and advise government officials and staff, civic bodies, and other agencies on legislative, policy and program issues.
6. Design, evaluate and modify policies to ensure that programs are effective and in compliance with legal requirements.
7. Direct preparation and distribution of written and verbal information to inform management and employees of program and administrative policies and procedures.
8. Manage the design and development of tools to assist management in developing and interpreting program polices and to guide managers through decisions affecting the program.
9. Monitor progress of program objectives that affect the quality and level of services provided and the program's success.
10. Provide management to program staff through consultation, supervision, and liaison activities.

INTERESTED?

Like people, occupations have traits or characteristics.  These characteristics give important clues about the nature of the work and work environment, and give you an opportunity to match your own personal interests to a specific occupation.  When you choose a job in an occupation that matches your own interests you have taken an important step in planning a successful and rewarding career.

The occupation of Program Manager has Enterprising, Investigative and Artistic characteristics as described below:

Enterprising — Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.

Investigative — Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.

Artistic — Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.

LICENSURE, REGISTRATION, OR CERTIFICATION REQUIREMENTS

Generally this is not required for Program Manager positions in state government. However

certification and/or licensure may be required depending upon the specialty of the government program.

Managers with the Commonwealth of Virginia are eligible for the Virginia Certified Manager Program offered by the Department of Human Resource Management. Web site is http://www.dpt.state.va.us/training/cpm/cpmhome.htm. This certificate program offers practitioner-oriented course work that builds upon management training programs offered through agencies, colleges, and universities.

Attainment of the Certified Administrative Manager (CAM) designation offered by the Institute of Certified Professional Managers, through work experience and successful completion of examinations, can increase a manager's advancement potential. The Institute of Certified Professional Managers is a certifying organization and offers a management certification program. The Institute is located at James Madison University, Harrisonburg, Virginia.  Web site is http://cob.jmu.edu/icpm. Management Skills is the theme of the program, which emphasizes the teaching and application of real-world, practical skills and techniques over theories, and critical-thinking skills over rote knowledge.

Certification may enhance professional development and career progression.

EDUCATIONAL, TRAINING, AND LEARNING OPPORTUNITIES 

Program Managers are responsible for the management of a variety of administrative, business and operational functions necessary to run a government program(s) efficiently. The program staff provides assistance and consultation to other government employees and to clients of government programs. The clients served range from those interested in benefits, employment, and other services to those that are actually in-the-care of the government as those with severe disabilities or perpetrators of crimes.

The Commonwealth's Program Manager plans and develops policies, plans and regulations that affect operational, administrative and services to program's clients. This may require an understanding of specialized programs such as the environment, social services, health, agriculture, criminal justice and educational services.

Because of the diversity of programs, the educational backgrounds of program managers vary considerably. College graduates who have majored in a wide range of fields typically fill these management jobs. Many employers seek college graduates who have majored in business administration or public administration. Other employers look for college graduates with a technical or specific field of study. In addition to the appropriate formal education, previous  experience in the program specialties is typically a requirement.

The growing diversity of the workforce and the population requires that program managers supervise people with various cultural backgrounds, levels of education, and experience. They must be able to cope with conflicting points of view, function under pressure, and demonstrate discretion, integrity, fair-mindedness, and a persuasive, congenial personality.

Program Managers also routinely attend conferences to keep abreast of current developments in their field.

The State Council of Higher Education (SCHEV) lists Virginia educational institutions offering a variety of educational programs in business management, public administration, political science, and community and social occupations. SCHEV's web site is:

http://research.schev.edu/degreeinventory/inventory_

This occupation is found in a variety of State agencies such as the Department of Social Services, Department of Health, and the Department of Criminal Justice Services.

COMMONWEALTH COMPETENCIES

Competencies are a set of identified behaviors, knowledge, skills, and abilities that directly and positively impact the success of employees and the organization. Competencies can be observed and measured.  When consistently demonstrated, competencies make employees particularly effective in their work.  Competencies help lay out a road map to career success.  You can use the Commonwealth Competencies to help improve your individual performance by adopting behaviors that make high performing employees successful in their jobs. In this way, you can use the Commonwealth Competencies for your further professional development.

The Commonwealth Competencies are:

1. Technical and Functional Expertise
2. Understanding the Business      
3. Achieving Results
4. Serving the Customer
5. Teamwork
6. Interpersonal and Communication Skills
7. Leadership and Personal Effectiveness

The above competencies may be applied to employees throughout the Commonwealth of Virginia.  They can be rank-ordered by agencies and hiring managers to represent the needs of a specific job.  The rank ordering will change depending upon the occupation, an organization's priorities, the actual job requirements, and the supervisor's preferences. 

Career success is both about what you do (applying your technical knowledge, skills, and ability) and how you do it (the consistent behaviors you demonstrate and choose to use) while interacting and communicating with others.  Hopefully, by studying the Commonwealth competencies, identifying your developmental opportunities, and working to refine your own competence, you can take charge of your career!

For additional information about the Commonwealth Competencies go to: http://jobs.state.va.us/cc_planningctr.htm.  For the competencies, we first list the competencies and then define each.  Finally, we list competency indicators; to describe what successful performance looks like. 

COMMONWEALTH CAREER PATH

Career opportunities in the Commonwealth are not limited to moving “up” to the next highest role and pay band, changing positions, or to becoming a supervisor.  That's because most roles describe a broad group of occupationally related positions that perform a range of work that requires increased knowledge and skills.  For that reason, Commonwealth roles describe the career paths within the same or higher-level role for the same or different Career Group.  The broad salary range and the Commonwealth's pay practices provide flexibility in recognizing career development and advancement. (Salary Structure)

For example: Program Manager

			PAY BAND	MANAGER ROLES
			4	Program Administration Manager I
			5	Program Administration Manager II
			6	Program Administration Manager III

Sample Career Path

Program Administration Manager I

The Program Administration Manager I role provides a career track for first-level managers who perform day-to-day program administration and service delivery within organizational unit(s). Responsibilities include management of administrative, budgeting, operational and programmatic activities.

Program Administration Manager II

The Program Administration Manager II role provides career tracks for managers who focus on immediate to long-range program issues affecting the management of a program. Typical responsibilities within this role include management of administrative, budgeting, planning, scheduling, operational, and programmatic activities.

Program Administration Manager III

The Program Administration Manager III role provides career tracks for managers who oversee multiple program activities that are long-range in focus. Responsibilities include management of complex programs; identification of target population needs, monitoring programs, evaluation of overall program performance, implementation of policies and procedures, and supervision of all levels of program personnel.

ADDITIONAL OCCUPATIONAL INFORMATION CAN BE FOUND AT: 

O*NET (Occupational Information Network) 

http://online.onetcenter.org/gen_search_page

Virginia Employment Commission 

http://www.alex.vec.state.va.us/

Career One Stop

http://www.careeronestop.org/

Virginia Career Resource Network

 http://www.vacrn.net/