Dawn Stephens
Moore,OK
Summary
Multifaceted Director of Program Management with [Number] years in program portfolio oversight. Achieved on-time delivery of [Number] programs in high-technology environment with schedule, budget and resource constraints. Superb organizational and collaborative skills leading to mutually beneficial relationships with internal partners, customers and major subcontractors.
Overview
22
22
years of professional experience
Work History
Program Management Specialist
Software Engineering Group
07.2023 - Current
- Manage set-up and planning-in close coordination with program office-analyzes planning and programming documents to determine nature and scope of project efforts
- Develop/maintain organic support plans, support/maintenance concepts, support documentation, and funding profiles
- Perform studies, analyzes data, prepares plans, reports, agreements, tracks action items, monitors support effectiveness with respect to program management and provides briefings to management when necessary
- Maintain liaison with other government activities/contractors to exchange data/ information
- Knowledge of configuration management policies and guidelines
- Knowledge of the theories, principles, practices, and techniques of configuration management to plan and manage system level modifications
- Knowledge of organizational relationships and functional responsibilities, a thorough knowledge of administrative policies, practices, and procedures as they apply to program management
- Prepare special studies and reports, including changing program requirements
- Establish effective working relationships
- Communicate effectively with others orally and in writing, prepare and conduct formal and informal briefings/correspondence.
Program Analyst
Oklahoma City Air Logistics Center
10.2022 - 07.2023
- Program coordinator/project chairperson for broad range of program analysis
- Wing-level point of contact and manager for various administrative programs/projects organizing, planning, establishing milestones, reporting progress, presenting status
- Gathers data, performs analysis, prepares written and oral presentations, tracks trends & problem areas, makes recommendations for appropriate courses of action
- Presents staff studies, special project reports & program indicators
- Executive support in planning & execution of daily OC-ALC and CC, DV & CVgeneral analysis and staff advisory services
- Responds to requests of assigned programs from news media, general public, local, state, and federal elected officials, special interest groups, community, and civic organizations
- Prepare formal and informal briefings
- Communicate effectively with inside and outside agencies.
Executive Support Specialist
673d AIR BASE WING, JBER AK
02.2022 - 10.2022
- Perform high-level managerial integrating analytical and time-sensitive staff activities
- Updates senior staff on conference, including analysis of topics covered, potential problems/recommendations
- Exercise supervisory personnel management responsibilities
- Executive support in planning & execution of daily Joint Base Elmendorf-Richardson (JBER) and 673d Air Base Winggeneral analysis and staff advisory services
- Supervisor of Military and Civilian Personnel
- Respond to Congressional inquiries/other requests of assigned programs from news media, general public, local, state, and federal elected officials, special interest groups, community, and civic organizations
- Perform special assignments and participates in special project; responsible for researching, planning, executing/evaluating complex operations, programs, and policies which affect a variety of functional areas within the legislative liaison arenas
- Conducts public affairs for organization ensuring legal and regulatory requirements met
- Maintain working relationships and to communicate orally and in writing, prepare formal and informal briefs for the ABW.
Group Executive Specialist
76th Commodities Maintenance Group/Production Operations
04.2021 - 02.2022
- Serves as Group Executive Specialist for 76th Commodities Maintenance Group and Commander, Deputy Director, and Vice Commander
- Plans and conducts staff meetings
- Develops resource plans for executive support, including budget, equipment, computers, supplies, and required services
- Develops internal operating procedures to accomplish and support management objectives
- Identifies issues, problems, or conditions and seeks solutions based on adequate evaluation of the intent of applicable instructions, rules, regulations, and procedures
- Prepares briefings to various audiences
- Researches and applies a wide range of qualitative methods for listed and special item requests, technical orders, cost analysis, assesses for improved effectiveness
- Independently conducts management studies, inquiries, and surveys to determine support requirements and to measure the effectiveness of existing structures in meeting objectives
- Prepares group for a variety or Protocol events i.e., Change of Commands, DV visits, and various tours.
Administrative Assistant Senior
Northrup Grumman, Melbourne FL
07.2020 - 04.2021
- Performs office functions, including (but not limited to): setting up and maintaining files; arranging meetings and conferences; maintaining supplies; managing Outlook calendars; and receiving, referring, or answering mail
- Makes travel arrangements for international and domestic travel, prepares expense reports, and maintains pertinent travel documentation
- Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures
- Communicates with internal and external customers and executives, professionally representing the corporation and organization
- Facilitates program meetings (all hands, lunch and learns, and customer visits)
- Demonstrates a wide and comprehensive acquaintance with, and understanding of, both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered
- Operates independently to meet requirements of leadership team and offers expertise to assist other functions within the organization
- Assists events and activities of major organization initiatives, sites, and activities.
Administrative Assistant Senior
Lockheed Martin Space, Littleton CO
10.2019 - 07.2020
- Provide a full range of complex administrative work assignments reporting directly to the Centers of Excellence (Coe) Vice President
- Performs a variety of administrative duties
- Work in a high-paced environment, working independently and proactively, inter-facing in a highly professional manner with industry and government executives
- Requires a high degree of discretion and working effectively in teams
- Arrange executive travel and timely completion of expense reports in Concur
- Ensure executive correspondences are accurate and contain appropriate grammatical usage, answering questions relating to office operations and established policies and procedures
- Properly handling and/or labeling sensitive documents, maintaining organized files, working efficiently with standard desktop software (full complement of Microsoft Office Suite)
- Compose correspondences, create spreadsheets, and preparing presentation charts
- Proactive follow-through on tasks and delegations, responding promptly to emails and phone calls, screening phone calls and inquiries, and actively managing the VP’s schedule and commitments
- Absolute discretion and tact in managing email, telephone calls, sensitive information, employee, and personal data.
Protocol/Events Representative
Lockheed Martin Space, Littleton CO
12.2018 - 10.2019
- Administrative, protocol, and event management support to team
- Research venues, set-up events as well as break-down and coordinate logistics
- Support VIP conferences, launches, retirements, events, and tours
- Coordinate logistics with internal executives, scheduling and receiving visitors courteously, relaying logistics
- Proficient in clearing expense reports and assisting in event registration websites
- Meet customers and coordinate with campus security due to restricted access
- Travels for special events, launches, and ribbon-cutting ceremonies
- Work closely with Legislative offices for visits, media outlets, local, state, and federal elected officials, and community organizations
- Conducts public affairs for organization ensuring legal and regulatory requirements met
- Represent the office to local government, media, civic, service, and educational organizations
- Performs special assignment and special projects with research, planning, executing/evaluating complex operations, programs, and policies in legislative liaison arenas.
Production Controller (Aircraft)
76th Maintenance Support Group/Production Support
02.2018 - 12.2018
- Plans, organizes, and directs the activities of the organization and ensures compliance with legal and regulatory research requirements and meets customer needs with PMEL, TMDE, and Complex tool Program
- Advises and provides counsel to employees regarding policies, procedures, and directives of management with concern to Tool Program regulatory guidelines
- Represents the organization to a variety of installation and functional areas concerning Complex Tool Program to include kitting, procurement, analysis research tracking
- Establishes policies and procedures for the accomplishment of schedules, priorities, and material handling for PMEL/TMDE Programs
- Researches, analyzes, plans, and initiates job acceptance for programmed/un-programmed workloads
- Develops new/modifies work schedules as required, due to changes in funding, priorities, or internal/external customer requirements
- Plans and schedules initiation dates of production and manages production resources, products, end items, tools, and projects until or projects are completed
- Manages and schedules the immediate production control for first article, prototype, and modification projects that are composed of numerous components and subassemblies or products that represent long-term depot level major overhaul or repair
- Approves production schedules and justifications for additional funding for unplanned purchase requests related to the disassembly or teardown of the product
- Advises and collaborates with Pre-Production Section (PPS) on complex production planning
- Reviews/verifies official forms and requests such as the nonconforming requests initiated by production personnel
- Facilitates movement of such forms through final disposition with engineering, production, and Pre-Production personnel
- Verifies funding, labor hours, machinery availability, material requirements, equipment and work specifications that will meet scheduled requirements and takes corrective action as required
- Monitors identification and procurement of required tooling, provisioning data, and technical data necessary to support the production process
- Performs research to validate unplanned parts requests
- Facilitates research for items not identified in the purchase request, technical order (TO), or Illustrated Parts Breakout (IPB)
- Performs preliminary cost analysis and identifies potential candidates for time studies and/or labor standards to be developed and/or revised
- Continually examines current production processes and methods to ensure optimum work center design, workflow, and most efficient manpower utilization
- Participates in Production Support Meetings and coordinates with Pre-Production Planner on development/verification of budgets, effectual procurement quotes, and numerous financial indicators to assure that most productive efforts are achieved
- Monitors preliminary development of work requirements with Pre-Production Section and production personnel
- Manages adjusted work schedules based on priority and/or Project Directives, actual shop capacity, and assets in work
- Corrects capacity information discrepancies in systems related to available maintenance capacity (e.g., available test stands, available skills, parts, fixtures, tooling)
- Utilizes Root Cause Analysis skills for constraint identification, recommendation, and resolution.
Management Analyst
76th Maintenance Support Group/Production Operations
09.2016 - 02.2018
- Plans, develops, modifies, analyses productivity programs and resources that impact industrial/facility functions due to funding or customer requirements within the 76th Maintenance Support Group
- Responsible for planning and analyzing data/production, conducting reviews & maintaining accurate resources and products to accurately record from operating activities, production resources, and projects until completion
- Performs data analyses & advises management and customers of potential problems, makes recommendations to resolve discrepancies without negatively impacting mission objectives
- Advises management on the effectiveness & efficiency of program requirements, approves production schedule changes with other offices, managers, and customers
- Utilizes comprehensive knowledge of industrial/production/facility processes to evaluate the impact of projects and financial and technical feasibility
- Reviews reports, correspondence, official forms, and requests such as work orders to determine the adequacy & accuracy of information provided to Headquarters, Wing, Group, and Customers
- Prepares reports and maintains records as required (i.e., work orders), coordinates in preparation, presentation of work-related information for processing in the appropriate system
- Conveys findings and recommendations about funding, labor hours, materials, and equipment in meetings with program officials and customers and assists to take corrective action that has an impact on objectives
- Researches and applies a wide range of qualitative methods for listed and special item requests, technical orders, cost analysis, assesses for improved effectiveness
- Participates and represents Group in meetings, conferences, and briefings about production, financial management, procurement, and personnel
- Monitors operations, plans, and monitors assets in support of the Group Director
- Work closely with Legislative offices for visits, media outlets, local, state, and federal elected officials, and community organizations
- Conducts public affairs for organization ensuring legal and regulatory requirements met
- Represent the office to local government, media, civic, service, and educational organizations
- Performs special assignment and special projects with research, planning, executing/evaluating complex operations, programs, and policies in legislative liaison arenas.
Management Analyst
Air Force Sustainment Center/Commanders Action Group
02.2016 - 09.2016
- Plans, coordinates, and integrates all actions required for the worldwide official visits and appearances by the AFSC Commander, Executive Director, Vice Commander, and other high-level visiting DoD dignitaries and VIPs from outside AFSC and directed by the AFSC/CC
- Trip preparations, arrangements, development of itineraries, travel (including airlift management), ground transportation, lodging, scheduled briefings, office calls, press conferences, social functions, collecting read-ahead material, dual absence/absent from command messages; and adhering to security, protocol, and foreign clearance requirements
- Daily coordinated trips through Defense Travel System (DTS), planning trips to various locations necessary for Commanders to get to appropriate locations, also processed and filed travel vouchers in DTS, Non-DTS Entry Agent (NEDA) for DTS
- Daily evaluated current and future trips for AFSC to improve program effectiveness and organizational productivity
- Maintained knowledge of current travel rules and regulations as well as international policies and precedents and Airlift Management rules and regulations
- Established work processes and administrative operations for the AFSC
- Consistently called upon by other organizations for expertise with travel and meetings
- Tasks a wide variety of AFSC units (including AFSC Centers and operating locations), Wing, and Embassy staff offices and integrates their input to ensure visits meet stated objectives
- Provides oversight and strict adherence to DoD travel guidance and regulations ensuring a favorable reflection of AFSC, AFMC, the Air Force, DoD, and the US Government
- Directly interacts with Center and installation commander, Pentagon officials, US embassies, foreign officials, and private industry
- Analyzes issues to be addressed and obtains supplemental information based on knowledge and research of doctrine, traditions, customs, objectives, and Air Force/AFMC/AFSC force structure for visits, appearances for the AFSC Commander, Executive Director, and Vice Commander
- Coordinates with AFSC staff host bases and other entities as required in the preparation of appropriate briefing materials in support of the AFSC mission and trip purposes
- Ensures accurate and prompt responses are provided to the Commander, Executive Director, and Vice Commander
- Anticipates follow-up questions and obtains responses from appropriate staff offices
- Maintains constant contact with host activities and provides guidance and assistance as needed on all aspects of the visit, arrangements, and agenda
- Coordinates all CC/CA/CV-hosted events at other locations, including change of commands, retirements, promotions, decoration ceremonies, and social events
- Ensures proper protocol at events to include arrival sequences, seating arrangements, uniform requirements, menu planning, dietary restrictions, program publication, invite lists, invitations, and bookings
- Reviews ceremonial scripts for accuracy, ensuring the script meets AFSC goals and standards
- Personally prepares substantive correspondence, briefings, and other internal and external communications for the Commander, Executive Director, and Vice Commander
- Research historical files, correspondence, previous reports, and all other documentation; and discusses with knowledgeable managers and staff members to gather data, statistics, and/or program information needed on issues of importance
- Maintains an awareness of the status of the required responses; and advises the Commander, Executive Director, and Vice Commander of any problems
- Keeps them informed of awards, decorations, citations, and honors of individuals requiring their attention
- Coordinates, formalizes content, and draft scripts for retirements, Commander's Calls, annual award ceremonies, and military calls
- Created Process Guide for Trip Planning and continued process updates as necessary
- Work closely with Legislative offices for visits, media outlets, local, state, and federal elected officials, and community organizations
- Conducts public affairs for organization ensuring legal and regulatory requirements met
- Represent the office to local government, media, civic, service, and educational organizations
- Performs special assignment and special projects with research, planning, executing/evaluating complex operations, programs, and policies in legislative liaison arenas.
Secretary
Air Force Sustainment Center
10.2014 - 02.2016
- Served as the Administrative Support Specialist to the Executive Director, Vice Commander, and assistant to the Commander of the Air Force Sustainment Center
- Served as principal administrative assistant on administrative matters relative to the coordination, integration, and synchronization of events and activities personally affecting and involving the Executive Director, Vice Commander, and Assistant for Commander of the Center
- Consistently evaluated methods and techniques used by AFSC and three operating locations, worked with those operating locations for consistency with professional support offices
- Developed plans and strategies for the internal and external day-to-day and long-range calendar, assignments, actions, and activities requiring the involvement of the Executive Director, Vice Commander, and assistant for the Commander
- Responsible for managing the calendars of the Executive Director, Vice Commander, and Assistant for the Commander of the Air Force Sustainment Center
- Determined status, prioritize event, and provided information to the Executive Director, Vice Commander, and Assistant to the Commander of AFSC
- Declined appointments and activities in conflict with other engagements, and as necessary, recommends alternatives
- Ensured the most efficient and effective support is provided to the Office of the Air Force Sustainment Center
- Responsible for the maintenance and quality control of professional files and correspondence
- Developed and modified AFSC work methods, maintained organizational structures to ensure management process and procedures were followed daily
- Received and reviewed incoming mail: composed and routed correspondence based on knowledge of AFSC policies and practices
- Composed and arranged travel for the Executive Director and Vice Commander in Defense Travel System (DTS) and processed and filed travel vouchers for all, Non-DTS Entry Agent (NDEA)
- Reviewed OPR/EPRs for Executive Director and Vice Commander signature.
T-38 Undergraduate Pilot Training Flight Scheduler
80th Flying Training Group
08.2009 - 10.2014
- Planned, organized, developed, modified & managed T-38 work schedules and resources for the 80th Flying Training Wing
- Analyzed plans and data for maintaining accurate flying hours funding across fiscal years, confirmed data with maintenance for programmed and un-programmed workloads and numbers were reported to AETC
- Developed, approved, and established plans and for processing daily, weekly, and monthly schedules for the 80th Operations Group, 90th Flying Training Squadron, and 469th Flying Training Squadron assets, trained others on such processes so production was on time and on-target
- Coordinated the flying schedule for the 80th Flying Training Wing Commander and 2 Deputy Operations Group Commanders
- Advises and collaborates with squadrons on production planning
- Manages and schedules immediate production control for aircraft that are needed for modifications, overhauls, or repairs
- Establishes and modifies work capacity information to support production of combat aircraft, their major components, and other items
- Managed work schedules based on flight priority and/or wing directives
- Monitors multiple flight operations, manages assets in support or Squadron, Group, and Wing Commander
- Managed calendar for T-38 scheduling office, organized for Distinguished Visitors, and special events
- Verified funding, flying hours, availability, equipment to meet scheduled requirements
- Created, updated, and distributed various types of slides and correspondence for multiple agencies within the Euro-NATO Joint Jet Pilot Training Wing using Microsoft office, power-point, and excel
- Created, updated, and gave input on Wing Operating Instructions and Air Force Instructions as it applied to flying training and the Euro-NATO Joint Jet Pilot Training program
- Created weekly flying schedule for 128 T-38 Undergraduate Pilot Training instructors, 200 students, and 20 Pilot Instructor Training trainees
- Scheduled over 31,200 sorties, 10,400 simulators as well as Runway Supervisory Unit, Operations Supervisor, and Supervisor of Flying annually
- Met and exceeded program goals and objectives for two squadrons with 8 flights
- Sought out and corrected major issues with the flying schedule and simulators to improve processes and meet all flying requirements for each T-38 Pilot
- Worked completely independently creating all schedules for multiple, multi-cultural agencies including civilian contractors
- Aided in setting up Distinguished Visitors incentive flights and simulators with 80th Flying Training Wing Protocol office
- Worked with a variety of software programs, inputs multiple data into Training Integrated Management system daily
- Built Runway Supervisory Unit and Operations Supervisors schedules each day, balanced personal availability of limited pool of qualified pilots to man these critical duties
- Took daily inputs for changes to the next day’s flying schedule and coordinated with maintenance
- Process weekend cross-country orders for processing and distribution, helped pilots make last-minute changes to aircraft and forms
- Managed all T-38 inputs to NASA and Time Compliance Technical Orders with maintenance, obtained pilots from each of the squadrons, coordinated tail numbers and spares with maintenance
- Government Purchase Card holder, ordered supplies for squadron, 38K budget
- Aided in the long-range analysis of cost and manning, and amount of aircraft for T-38 UPT
- Worked closely and directly with NATO Senior National Representatives and NATO Commanders
- Knowledgeable about NATO and ENJJPT rules, regulations, and laws with regards to flying hours and orders
- AFSO21 Team member for process improvements for Flying Training Scheduling, and process improvements for Supervisor of Flying approval system and re-occurring training
- Aided in process improvement for scheduling student pilot training academics.
Secretary
88th Fighter Training Squadron
10.2002 - 08.2009
- Controlled daily calendar for NATO an US commanders in the 88th Fighter Training Squadron
- Scheduled meetings, appointments (personal and professional), and flying schedule
- Accepted and declines various invitations sent from multiple agencies including NATO Steering Committee, all scheduled using Outlook calendar
- Set up flight times, hotel reservations, and car rentals for Commanders temporary duty, updated all information in Defense Travel System on a routine basis, also scheduled Safety Investigation Board travel when necessary
- Scheduled weekly and daily meetings according to specific guidance from the commander
- Sole Government Purchase Card holder for the 88th Fighter Training Squadron, managed a $38,000 annual budget, only secretary in wing to have the responsibility
- Created, corrected, tracked Officer Performance Reports, Enlisted Performance Reports, and Euro-NATO Joint Jet Pilot Training Effectiveness Reports for NATO Countries using SharePoint database
- Advised Commander, Director of Operations, and squadron staff on administrative and procedural requirements of the Air Education and Training Command, 80th Flying Training Wing, and 80th Operations Group
- Composed routine non-technical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification
- Consolidated and finalized information for various reports in accordance with established reporting procedures
- Gathered and summarized information from files and documents for supervisors use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand
- Proofread/edited correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format
- Created, reviewed, and processed incoming and outgoing publications, regulations, and directives
- Used varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, operating instructions, reports, memos, and other textual documents.
Education
Master of Arts, Human Resource Management
Wayland Baptist University
05.2017
Bachelor of Applied Science
Wayland Baptist University
05.2014
Skills
- Scope Management
- Schedule Management
- Business Analysis
- Cost Control
Timeline
Program Management Specialist
Software Engineering Group
07.2023 - Current
Program Analyst
Oklahoma City Air Logistics Center
10.2022 - 07.2023
Executive Support Specialist
673d AIR BASE WING, JBER AK
02.2022 - 10.2022
Group Executive Specialist
76th Commodities Maintenance Group/Production Operations
04.2021 - 02.2022
Administrative Assistant Senior
Northrup Grumman, Melbourne FL
07.2020 - 04.2021
Administrative Assistant Senior
Lockheed Martin Space, Littleton CO
10.2019 - 07.2020
Protocol/Events Representative
Lockheed Martin Space, Littleton CO
12.2018 - 10.2019
Production Controller (Aircraft)
76th Maintenance Support Group/Production Support
02.2018 - 12.2018
Management Analyst
76th Maintenance Support Group/Production Operations
09.2016 - 02.2018
Management Analyst
Air Force Sustainment Center/Commanders Action Group
02.2016 - 09.2016
Secretary
Air Force Sustainment Center
10.2014 - 02.2016
T-38 Undergraduate Pilot Training Flight Scheduler
80th Flying Training Group
08.2009 - 10.2014
Secretary
88th Fighter Training Squadron
10.2002 - 08.2009
Master of Arts, Human Resource Management
Wayland Baptist University
Bachelor of Applied Science
Wayland Baptist University