Management and Operations Specialist Project Management Competencies (GS 11/12/13)

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1 Core Competencies 1. Communication Accountability and Transparency Internal Awareness External Awareness Conflict Management Leveraging Diversity Fostering Collaboration Partner/ Customer Service Orientation CTP Regulatory Knowledge... 4 Management and Operations Specialist Technical Competencies (GS 11/12/13) 1. Administrative Policies and Guidelines Management Analysis Administrative Support... 7 Management and Operations Specialist Project Management Competencies (GS 11/12/13) 1. Effective Planning and Implementation in Project Management Leading People in Project Management Driving Results in Project Management

2 CTP Core Competencies 1. 0BCommunication A. Communicating Effectively across CTP B. Communicating Effectively with Colleagues and Stakeholders C. Demonstrating effective Interpersonal/ Relationship Skills 2. 1BAccountability and Transparency A. Holding Self Accountable for Program Responsibilities B. Demonstrating High Standards of Ethics and Integrity 1. Is professional and courteous in all written and oral communication. 2. Expresses self in a clear, concise, and organized manner in written and oral communication. 3. Tailors communication based on the styles and needs of others. 4. Keeps others well informed on pertinent CTP-related issues. 5. Actively listens and asks appropriate questions to ensure that understanding of the situation is obtained before formulating a response. 6. Escalates issues that warrant immediate attention in an effective and timely manner. 1. Acts in an ethical and honest manner that is consistent with organizational values in all situations. 2. Performs job duties effectively within required timeframes. 3. Takes responsibility for own actions. 4. Admits personal mistakes, learns from them, and takes action to correct the situation. 5. Uses discretion when handling sensitive matters/content. 2

3 CTP Core Competencies 3. 2BInternal Awareness 4. 3BExternal Awareness 5. 4BConflict Management A. Knowledge of CTP and Your Office A. Knowledge of Current Events in Tobacco Community/Stakeholders A. Recognizing Conflicting Interests B. Addressing Conflict in Appropriate Manner 1. Demonstrates an understanding of the organization s functions and responsibilities. 2. Considers organization s mission, vision, values and strategic goals and objectives in work efforts. 3. Maintains knowledge of capabilities, capacities and constraints of the organization. 1. Keeps abreast of changes in the external environment and understands the potential impact on the organization and job duties. 2. Keeps informed of what FDA, HHS, and other agencies of the Federal Government are doing related to tobacco control and regulation. 3. Keeps informed of FDA, HHS, and Federal government regulations, policies and procedures that could affect job duties. 1. Recognizes that others hold differing opinions. 2. Works to resolve conflicts in a constructive and tactful manner. 3. Informs supervisor when conflicts between colleagues get in the way of job duties. 3

4 CTP Core Competencies 6. 5BLeveraging Diversity 7. 6BFostering Collaboration 8. 7BPartner/ Customer Service Orientation 9. 8BCTP Regulatory Knowledge A. Valuing a Blend of Skills and Perspectives A. Developing CTP-Wide Working Relationships B. Working on Multi- Disciplinary Teams C. Sharing Knowledge with Colleagues A. Ensuring a High Degree of Responsiveness to Organizational Leadership, Customers, and Stakeholders A. Applying Knowledge of FDA and CTP Laws, Regulations, and Policies 1. Values working with people from different backgrounds and views and seeks out diverse opinions and viewpoints. 2. Encourages colleagues to utilize their diverse skill sets and viewpoints. 1. Works well with others towards achieving a common goal. 2. Establishes rapport and trust with team members and others throughout CTP, FDA, and HHS. 3. Shares knowledge with others through both formal and informal avenues. 4. Helps to remove barriers that get in the way of effective teamwork. 1. Treats all partners/customers (internal and external) in a courteous and professional manner. 2. Provides timely and responsive service (e.g., , phone calls, etc.) to all partners/customers. 3. Is open to feedback from partners/customers. 1. Demonstrates knowledge of the Family Smoking Prevention and Tobacco Control Act and applicable sections of the Federal Food, Drug and Cosmetic Act, regulations and guidance documents. 2. Maintains knowledge of FDA regulations, legislation, and administrative procedures applicable to job duties. 4

5 Management and Operations Specialist Technical Competencies 1. 9BAdministrative Policies and Guidelines A. Develops and supports principles, practices, policies and procedures to ensure effective and efficient administrative operations. Demonstrates a comprehensive working knowledge of HHS, FDA, and Center statutes, regulations, policies, and procedures Provides subject matter content to CTP ToPPs related to the administrative field Ensures CTP is in compliance with HHS, FDA and CTP administrative regulations Provides guidance and training to CTP staff regarding CTP, FDA, and HHS policies and procedures Working knowledge of the Collective Bargaining Agreement (CBA) to ensure compliance Participates in the development of policies and procedures for the Management and Operations Specialist team, etc. 5

6 Management and Operations Specialist Technical Competencies 2. 10BManagement Analysis A. Conducts research and conveys findings and provides recommendations Comprehensive understanding of management and organizational principles to areas of responsibility (e.g. delegations of authority, administrative procedures) in order to plan and conduct studies to assess organizational operations Participates in translating the strategic plan into effective organizational objectives with major oversight. Conducts research and solves organizational inefficiencies to increase the effectiveness of the organization Participates in leading the analysis and evaluation efforts that will ultimately translate into efficient and effective programs Provides creative solutions to program planning and problem solving Gathers and interprets pertinent data from a variety of sources and identifies trends Compiles and develops data to respond to audits and data calls 6

7 Management and Operations Specialist Technical Competencies 3. 11BAdministrative Support A. Serves as a point of contact for assigned program areas to ensure that all administrative related actions are carried through completion within established timeframes Demonstrates a working knowledge of FDA and CTP s administrative functions to provide office oversight Demonstrates a comprehensive knowledge of all applicable administrative programs timelines and deadlines Manages and organizes administrative work to promote efficient operations of the office Utilizes current technologies and office equipment and stays abreast of developments in new systems and technologies Manages correspondence and communicates organizational information to appropriate staff as required Participates in managing, gathering, organizing and maintaining maintenance of archived data and records, manually and through computer-based applications systematically (e.g. alphabetically, chronologically, by subject, etc.) Tracks administrative activities to ensure compliance with FDA and CTP guidelines Provides guidance to staff to help them obtain needed administrative services Assures that all administrative issues are resolved at the lowest level Conducts systems and regulation training to CTP employees 7

8 Management and Operations Specialist Project Management Competencies 1. 12BEffective Planning and Implementation in Project Management A. Develops strategic plans and objectives B. Develops and manages project plans Participates with developing a strategic plan for complex projects or develops project plans for new or substantial projects. Participates in planning and managing multiple projects effectively Researches and collaborates to ensure clear understanding of projects or particular functions of a project Identifies and accounts for stakeholders in the project planning and recommends solutions Participates with translating strategic plans into effective organizational objectives with minimal oversight Participates with allocating resources towards meeting strategic and tactical goals Provides guidance and identifies milestones to aid in the timely completion of multiple complex projects 8

9 Management and Operations Specialist Project Management Competencies 2. 13BLeading People in Project Management A. Empowers others B. Provides direction and guidance C. Attracts, develops, and manages a high performance team D. Manages difficult conversations E. Manages crossorganizational teams F. Leads without formal authority Delegating challenging assignments within assigned office appropriately Ensuring team members understand their roles and expectations of projects Utilizes and leverage employees abilities appropriately Recommends and ensures high quality, diverse project teams Acts as a coach by providing guidance and constructive feedback Ensuring employees have the resources necessary to maintain a high performance Participates in resolving difficult conversations with employees Manages cross functional teams within CTP 9

10 Management and Operations Specialist Project Management Competencies 3. 14BDriving Results in Project Management A. Meets organizational goals and customer expectations B. Makes well-informed, effective, and timely decisions C. Ensures accountability Makes timely decisions to produce high-quality results by applying comprehensive technical knowledge and addressing risks/benefits Develops performance metrics to monitor results Identifies and analyzes unusual problems and issues and recommends solutions Holds self and others accountable for timely results Assumes stewardship role to the office 10