6 free templates covering the general, federal GS-0343, defense, IT, and business versions of the role, plus a junior-versus-senior guide, each with the FLSA classification built in. Download as DOCX.
Program analyst is a deceptively broad title. The same two words describe a federal role classified as GS-0343, a defense contractor supporting a government program, a private-sector business analyst, and, confusingly, an IT programmer analyst who writes code. Each needs a different job description, and getting the version right is the difference between attracting the right candidates and the wrong ones.
This page sorts it out: a template for each version of the role, a guide to the differences, and an honest note on who actually hires a program analyst and what a smaller company usually hires instead. The six templates below cover the general, federal, defense, IT, and business versions, plus a junior-versus-senior guide, each with the FLSA classification built in. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
Program analyst covers several roles: a federal GS-0343 position, a defense contractor, a private-sector business analyst, and, separately, a technical programmer analyst who writes code. Most program analysts work for government, defense, or large enterprises, so a smaller company usually hires an operations or business analyst instead. Classification is typically exempt for a senior analyst, potentially non-exempt for a junior one. Download six templates as DOCX.
What a Program Analyst Does
A program analyst evaluates how programs operate and recommends ways to make them more efficient and effective: analyzing performance and data, evaluating budgets and resources, conducting studies, preparing reports and recommendations, and coordinating with program managers and stakeholders. The analyst studies and advises; the program manager directs and decides.
The federal occupation that best maps to the role is management analysts (SOC 13-1111), whose BLS definition explicitly includes program analysts. The same data shows where the role concentrates: consulting, government, finance, and large enterprises, rather than small business.
Which Program Analyst Do You Mean?
Before writing anything, settle which version of the role you are hiring for. The title spans the public sector, defense contracting, private business, and a separate technical role that only shares the name.
Version
Where it sits
Key signal
Federal / government
Agencies (GS-0343)
OPM series, often clearance and citizenship
Defense / contractor
Government contractors
Clearance, cost-schedule-performance, EVM
Business / management
Private companies
Operations and process analysis
IT / programmer analyst
IT departments
Writes code; a different role
The practical takeaway: name the version in the title and the summary. A clear posting that says federal program analyst, or business analyst, or IT programmer analyst will draw far better-matched candidates than a generic one.
Program Analyst Duties and Responsibilities
Across versions, the duties cluster into four areas: analysis and evaluation, reporting and recommendations, planning and monitoring, and coordination. The emphasis shifts by version, with defense roles weighted toward cost and schedule and business roles toward process.
Pick the template by version, and decide the level first. The core structure is the same across all six, and every one includes the FLSA classification note that generic templates leave out.
Program Analyst
General version
The core role: analyze program performance, budgets, and processes, and recommend improvements. Typically exempt and salaried.
Federal / Government
GS-0343
For a public-sector role in the Management and Program Analysis Series. FLSA varies by grade; trainee grades may be non-exempt.
Defense / Contractor
Cost, schedule, performance
For a contractor role supporting a government program, often with a clearance requirement and earned-value reporting.
IT / Programmer Analyst
A different role
For the technical analyst who writes code. This is a distinct role from a program analyst; use it only if the job is IT.
Business / Management
Closer to SMB
For analyzing how a business operates. The closest version to what a smaller company might actually hire.
By Level
Junior vs senior
A decision template contrasting a junior analyst, which can be non-exempt, with a senior analyst, which is exempt.
Match the Version to the Employer
Public sector: the federal GS-0343 template. A contractor on a government program: the defense template. A private company analyzing operations: the general or business template. A technical role that writes code: the IT programmer analyst template, which is a different job. Unsure of seniority: use the by-level template to contrast junior and senior. If you are a smaller company, the business version is the closest fit, though an operations or business analyst is often the better title.
6 Free Program Analyst Job Description Templates
Download all six as a single Word document or copy individual templates. Each follows the same structure: company or agency overview, position summary, key responsibilities, qualifications, a classification note, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
General, federal GS-0343, defense, IT programmer analyst, business, and by-level templates. All in one DOCX.
Template 1: Program Analyst (General)
The core version: analyze program performance, budgets, and processes, and recommend improvements. Typically exempt and salaried.
Program Analyst Job Description
PROGRAM ANALYST JOB DESCRIPTION
Company: __
Location: [City, State]
Reports to: [Program Manager / Director]
Employment type: Full-time, W-2
FLSA status: Exempt (administrative); see note
Compensation: $_____ per year
ABOUT [COMPANY NAME]
[One or two sentences about your organization, the programs you run, and the team
this analyst will support.]
POSITION SUMMARY
[Company Name] is hiring a Program Analyst to evaluate and improve how our programs
operate. You will analyze program performance, budgets, and processes, prepare
reports and recommendations, and help leadership make programs run more efficiently
and effectively.
KEY RESPONSIBILITIES
•Analyze program performance, data, and outcomes
•Evaluate program budgets, costs, and resources
•Prepare reports, briefings, and recommendations
•Identify process improvements and efficiencies
•Support program planning and monitoring
•Track milestones, risks, and deliverables
•Coordinate with program managers and stakeholders
•Maintain program documentation and records
REQUIRED QUALIFICATIONS
•Bachelor's degree, or equivalent experience
•Analytical, data, and reporting skills
•Strong written and verbal communication
•Proficiency with spreadsheets and reporting tools
•Attention to detail and organization
PREFERRED QUALIFICATIONS
•Experience analyzing programs or operations
•Project or program management exposure
•Relevant certification (PMP, CAPM, or similar)
CLASSIFICATION NOTE (read before posting)
A program analyst whose primary duty is analysis and recommendations requiring
independent judgment on significant matters generally meets the FLSA administrative
exemption, so the role is typically exempt and salaried. A junior or trainee analyst
doing routine work may be non-exempt and owed overtime. Classify by actual duties.
This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Compensation: $_____ per year
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
Template 2: Federal / Government Program Analyst (GS-0343)
For a public-sector role in the Management and Program Analysis Series. FLSA status varies by grade; trainee grades may be non-exempt.
Federal / Government Program Analyst Job Description (GS-0343)
FEDERAL / GOVERNMENT PROGRAM ANALYST JOB DESCRIPTION (GS-0343)
Template 6: Program Analyst by Level (Junior vs Senior)
A decision template contrasting a junior analyst, which can be non-exempt, with a senior analyst, which exercises independent judgment and is exempt.
Program Analyst Job Description by Level (Junior vs Senior)
PROGRAM ANALYST JOB DESCRIPTION BY LEVEL (JUNIOR VS SENIOR)
Company: __
Location: [City, State]
Reports to: [Program Manager]
Employment type: Full-time, W-2
FLSA status: [By level and duties; see note]
Compensation: $_____ per year
HOW TO USE THIS TEMPLATE
The program analyst title spans levels with very different scope and pay. Pick the
level that matches the work, then adjust the responsibilities accordingly.
JUNIOR PROGRAM ANALYST
Scope: Supports analysis under direction. Gathers and organizes data, prepares
routine reports, and assists senior analysts.
Responsibilities:
•Collect and organize program data
•Prepare routine reports and summaries
•Update trackers and documentation
•Support senior analysts on studies
•Maintain accurate records
Note: A junior or trainee analyst doing routine work may be non-exempt and owed
overtime. Classify by actual duties.
SENIOR PROGRAM ANALYST
Scope: Leads analysis and advises leadership. Designs studies, makes
recommendations, and exercises independent judgment on significant matters.
Responsibilities:
•Lead program studies and evaluations
•Develop recommendations for leadership
•Analyze complex budgets and performance
•Mentor junior analysts
•Drive process and program improvements
Note: A senior analyst exercising independent judgment generally meets the
administrative exemption and is exempt and salaried.
SHARED CORE RESPONSIBILITIES
•Analyze program performance and data
•Prepare reports and recommendations
•Support planning and monitoring
•Coordinate with stakeholders
CLASSIFICATION NOTE
Classification follows the level and duties, not the title. A senior analyst is
typically exempt; a junior or trainee analyst may be non-exempt. Confirm against
current federal and state thresholds. This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Compensation: $_____ per year
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
FLSA Classification
Classification depends on the level and the actual duties, not the title, and the answer can differ between a senior analyst and a junior one.
Senior Usually Exempt, Junior Sometimes Not
A program analyst whose primary duty is analysis and recommendations requiring independent judgment on significant matters generally meets the FLSA administrative exemption, so most mid and senior roles are exempt and salaried, with pay well above the federal threshold. But a junior or trainee analyst doing largely routine data collection and reporting, without genuine independent judgment, may be non-exempt and owed overtime, even on a salary. In the federal system, status varies by grade. Classify by the actual primary duties and confirm against current federal and state thresholds.
Pay sits solidly in the six figures at the median, with consulting at the top and government somewhat lower, so benchmark to the version and region rather than a single number.
Median $101,190 (BLS, Management Analysts)
Program analyst maps to management analysts, which had a median annual wage of $101,190 as of the May 2024 data, with the lowest 10 percent under $59,720 and the highest 10 percent over $174,140. Employment is projected to grow 9 percent from 2024 to 2034, much faster than average, with about 98,100 openings a year (U.S. Bureau of Labor Statistics). National compensation surveys for the specific title tend to land somewhat lower, often in the $80,000 to $110,000 range.
Consulting and professional services pay the most; government is somewhat lower but still around the mid-90s thousand. For a posting, benchmark to the specific version and your region, set a salary that matches the level, and include a good-faith range where pay transparency is required.
Who Actually Hires a Program Analyst
This is the honest part that generic templates skip, and it determines whether a program analyst posting is the right move at all.
Program analyst means several different roles
The title covers more than one job. In the public sector it is a federal or state role, classified by the Office of Personnel Management in the Management and Program Analysis Series (GS-0343), and a similar role at defense contractors supports government programs with cost, schedule, and performance analysis. In the private sector it shades into a business or management analyst who studies how an organization operates. Separately, a programmer analyst is a technical role that writes code, which is a different job that happens to share part of the name. Before posting, decide which of these you actually mean, because the duties, the required background, and even the clearance requirements are different. Naming it precisely is the single biggest thing you can do to attract the right candidates.
Most program analysts work for government, defense, or large enterprises
The role concentrates in places that run formal, funded programs. Federal agencies and the contractors that support them are among the largest employers, and the rest sit mostly in consulting, finance, and large companies. The federal classification, the security-clearance requirements common in defense postings, and the pay level all point to mid-size and large organizations rather than a business of 5 to 50 people. A smaller company rarely has multiple formal programs, a program manager to support, or the budget and acquisition processes that create the need for a dedicated program analyst.
What a smaller company usually hires instead
A small business that wants someone to analyze operations and improve how things run is usually better served by an operations analyst, a business analyst, or an operations-focused generalist who reports to the owner or a COO, rather than a program analyst. Those roles carry the same analytical work without the government and large-program framing, and they tend to sit at a pay level that fits a smaller team. Whichever analytical role you choose, the rest of the hire is the same people-operations work: a signed offer, the new-hire paperwork, the correct exempt or non-exempt classification, and a structured start. FirstHR fits that side for a smaller organization with e-signature, onboarding workflows, document management, and an HRIS. To be clear about scope, FirstHR is an onboarding and HR platform, not an analytics or program-management tool, and it does not run payroll or administer benefits, so pair it with those providers. Applicant tracking is coming soon.
If you are a smaller company weighing this, the practical move is to consider an operations or business analyst title instead, scale the role to the work you actually have, and classify correctly by level. The small-business hiring guide covers the broader process for hiring without a large HR function.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same role becomes the basis for the offer, the correct classification, and a structured onboarding. A repeatable process matters whichever version of the analyst role you hire.
Send the offer
Confirm the role, level, classification, and start date in writing, with the offer letter signed by e-signature before day one.
Classify correctly
A senior analyst is typically exempt; a junior or trainee analyst may be non-exempt with overtime. Record the classification.
Onboard for the work
Give the new analyst access to the data, tools, and program context they need to be productive from the start.
Store the records
Keep the signed job description, classification decision, and any clearance or certification records organized in one place.
Once your offer is ready, the offer letter template handles the terms, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, e-signatures, onboarding workflows, an HRIS, and document management in one place, with a way to record the exempt or non-exempt classification in the employee profile, so a smaller organization can run the hire without a dedicated HR department. FirstHR is an onboarding and HR platform, not an analytics or program-management tool, and it does not run payroll or administer benefits, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
Program analyst covers several roles: a federal GS-0343 position, a defense contractor, a private-sector business analyst, and, separately, an IT programmer analyst who writes code.
Decide which version you mean before posting; the duties, background, and clearance requirements differ sharply.
Most program analysts work for government, defense, or large enterprises, not small businesses.
A smaller company usually hires an operations analyst, business analyst, or generalist instead.
FLSA classification depends on level: a senior analyst is typically exempt, a junior or trainee analyst may be non-exempt.
The role maps to management analysts, with a median wage of $101,190 as of the May 2024 data, projected to grow 9 percent through 2034.
Frequently Asked Questions
What does a program analyst do?
A program analyst evaluates how programs operate and recommends ways to make them more efficient and effective. The core work includes analyzing program performance and data, evaluating budgets, costs, and resources, conducting studies, preparing reports and briefings, identifying process improvements, supporting planning and monitoring, and coordinating with program managers and stakeholders. The federal government uses the title for roles in the Management and Program Analysis Series, where analysts study agency programs and recommend changes. In the private sector, the work overlaps heavily with a business or management analyst. The common thread is analysis and recommendations: a program analyst turns program data into evidence that leadership can act on, rather than running the program day to day, which is the program manager's job.
What is the difference between a program analyst and a program manager?
A program manager runs a program: owning its goals, budget, schedule, and delivery, and making the decisions. A program analyst supports that work by analyzing performance, budgets, and processes and recommending improvements, but does not own the program. In short, the manager directs and decides while the analyst studies and advises. The two roles work closely together, and an analyst often reports to a manager. There is also a separate distinction worth knowing: a program analyst is not the same as a programmer analyst. A programmer analyst is a technical IT role that analyzes system requirements and writes code, which shares part of the name but is a different job. Decide which role you actually need before you post, because the duties and the required background differ substantially.
What is a GS-0343 program analyst?
GS-0343 is the federal classification for the Management and Program Analysis Series, which is where the federal government places management and program analysts. These analysts study the effectiveness and efficiency of agency programs and operations and recommend improvements. Federal program analyst positions commonly run across grades from entry level up through GS-13 and beyond, with typical hiring in the GS-9 to GS-13 range, and pay set by the General Schedule. The role often requires US citizenship and, for many defense and security positions, a security clearance. If you are hiring for a federal or public-sector role, use the GS-0343 template and apply through the appropriate government portal. If you are a private employer, the general, business, or defense-contractor templates fit better. This is general information, not legal advice.
Is a program analyst the same as a programmer analyst?
No. Despite the similar names, they are different roles. A program analyst analyzes organizational programs: their performance, budgets, processes, and outcomes, and recommends improvements. A programmer analyst is a technical information-technology role that analyzes system requirements and then writes or maintains software to meet them. One works with programs in the management sense, the other works with computer programs in the coding sense. Confusing the two in a job posting attracts the wrong candidates, so it is worth being explicit about which you mean. If the role involves writing code and working on systems, use the IT programmer analyst template. If it involves studying how programs and operations run, use one of the program analyst templates. This page includes a template for each.
Is a program analyst exempt or non-exempt under the FLSA?
Most program analyst roles are exempt under the FLSA administrative exemption, because the primary duty is analysis and recommendations that require the exercise of independent judgment on significant matters, and the pay is typically well above the federal salary threshold. However, a junior or trainee analyst whose work is largely routine data collection and reporting, without genuine independent judgment, may be non-exempt and owed overtime. In the federal system, FLSA status varies by grade, with some entry or trainee grades designated non-exempt. The reliable approach is to classify by the actual primary duties rather than the title or a salaried setup, and to confirm against the current federal and state thresholds. This is general information, not legal advice; confirm classification for your specific role.
How much does a program analyst make?
Program analyst pay sits solidly in the six figures at the median. The role maps to the federal occupation of management analysts, which had a median annual wage of $101,190 as of the May 2024 data, with the lowest 10 percent earning under $59,720 and the highest 10 percent over $174,140. By industry, consulting and professional services pay the most, with government somewhat lower but still around the mid-90s thousand. National compensation surveys for the specific program analyst title tend to land a little lower than the broad occupation, often in the $80,000 to $110,000 range, depending on sector, level, and clearance. For a posting, benchmark to the specific version and region, set a salary that matches the level, and include a good-faith range where pay transparency is required. This is general information, not legal advice.
Does a small business need a program analyst?
Usually not. The program analyst role is built around formal, funded programs, a program manager to support, and budget or acquisition processes, which are features of government agencies, defense contractors, and large enterprises rather than a business of 5 to 50 people. A smaller company that wants someone to analyze operations and improve how the business runs is typically better served by an operations analyst, a business analyst, or an operations-focused generalist who reports to the owner or a COO. Those roles carry the same analytical work without the large-program framing, and tend to sit at a pay level that fits a smaller team. If you do hire an analytical role, the general or business templates on this page adapt cleanly to a private-sector, non-government context.
What should a program analyst job description include?
A strong program analyst job description first resolves which version of the role you mean: general, federal GS-0343, defense contractor, IT programmer analyst, or business analyst, and states the level. It then lists duties grouped into analysis and evaluation, reporting and recommendations, planning and monitoring, and coordination, scaled to the level. It sets the FLSA classification appropriately, typically exempt for a senior analyst and potentially non-exempt for a junior or trainee role, and notes that classification follows duties rather than the title. It lists required education, usually a bachelor's degree, relevant experience, and any clearance or certification requirements. Close with pay, a good-faith range where required, an equal opportunity statement, and clear application instructions. This is general information, not legal advice.
