Program Coordinator - SW Region Capital Program

State of Washington•Thurston County – Olympia, WA

7d•Hybrid

About The Position

Washington State Parks is looking to fill one (1) full-time, permanent, Program Coordinator for the SW Capital Program within Parks Development Unit located in Olympia, Washington. This position supports State Parks mission by planning, organizing, and overseeing varied and extensive projects. Plan and organize extensive processing related central office activities in the Region office. Provides direct support to the Capital Region Manager (CRM) in the daily operations of the Capital Program and represents supervisor for staff communication and serves as back-up and support for central office activities and the department/unit. In this role, you will provide program process facilitation and coordination of the capital team as it strives for efficient and effective delivery of the Capital Work Plan while supporting the agency’s dual recreation and conservation mission and the four C’s messaging (Communicate- early, often, and with everyone who needs to know, Collaborate- work constructively together across disciplines and divisions, Conserve- Protect nature, culture, and history, and Connect- create place based recreation experiences). The SW Region Capital Team is a collection of engineers, project coordinators, environmental and parks planners and you. This position also allows you to develop a large network of colleagues in both Parks' Headquarters and regional Operations staff, which helps you develop a broader perspective of how State Parks operates as an agency. Working for the Southwest Capital team means contributing to lasting impacts for Parks that are, in some cases, right in your backyard or your community. As a program coordinator, this position allows you to see how the different pathways of capital development, historical preservation, and FEMA rehabilitation all play significant roles in the health of our State Parks. The work we do really does translate into real-world improvements that we can see every single day.

Requirements

Three (3) or more years of professional experience involving planning, organizing, and coordinating work in a business office AND a valid driver’s license.
Associates degree involving study in business administration or a closely related field AND one (1) year of experience involving planning, organizing, and coordinating work in a business office AND a valid driver’s license. Additional qualifying experience can substitute year-for-year education.
Program Coordination: handles CRM (Customer/Contract Relationship Management), central office activities, meeting scheduling, arranging travel, coordinating information for staff and team operations.
Time Management & Priority Setting: the ability to distribute mail, manager contracts and the purchasing of goods and services, and timesheets, that are all time sensitive.
Procedural Compliance: the ability to be disciplined and follow established government/ contractual and financial protocols.
Attention to Detail - is the ability to achieve thoroughness and accuracy when accomplishing tasks by carefully monitoring processes, spotting errors or inconsistencies, and ensuring work is complete and precise.
Communication and Stakeholder Engagement : clearly communicates technical information in both written and verbal formats; engages effectively with internal and external stakeholders, including government agencies, contractors, and consultants.
Analytical Thinking and Problem Solving : applies logical and innovative approaches to systematically work through information, identify key issues and cause-effect relationships, and use data to identify issues and make informed deductions.
Take action to learn and grow: consider and incorporate new information and different perspectives. Adapt to change and apply new approaches. Takes responsibility for learning and adapting, rather than relying on others to fill gaps.
Ability to take action to meet the needs of others: collaborating with others to overcome challenges and find solutions. Asking questions to understand and meet the needs of others.

Nice To Haves

Knowledge of state government and Parks rules and regulations.
Knowledge of office organization and efficient office methods and management principles coordinating comprehensive processes and understanding of day-to-day operations within the construction environment.

Responsibilities

Track, coordinate, and assist in the preparation and distribution of all contract documents for the team; serves as a liaison between the CRM, team, headquarters staff, consultants, and contractors on all contractual issues.
Provides direction to the team in administration of preparing, advertising, and completing Architecture/Engineering agreements, public works contracts, service contracts, inter-local agreements, and the purchasing of goods and services.
Administer the receipt and processing of payments and invoices, contract changes, and closeout documentation of all contracts for the team.
Assists the team with the coordination and preparation of pre-bid/construction meetings, consultant and construction site visits, and inspections.
Assist the CRM in creating capital project and operating budgets, monitors and control budget status and expenditures.
Plans and organizes extensive program processing requirements and monitors central office activities.
Represent the CRM and/or other team members at meetings in their absence.
Manage all maintenance and repairs for all vehicles assigned to the team.
Assist with travel arrangements, coordinating meeting arrangements, and appointments on behalf of team.