Senior Program Coordinator

NORTHWEST ENERGY EFFICIENCY ALLIANCE INC • Portland, OR

4d • $70,000 - $80,000 • Hybrid

About The Position

The Senior Program Coordinator supports day-to-day program activities such as scheduling and preparing for team meetings, tracking deliverables in Asana, organizing team SharePoint sites, coordinating workstreams and communicating across cross-functional teams. The person will champion NEEA tools – Asana, MS Office Suite including remote/hybrid Teams webinar set up, Mural, Salesforce, SharePoint, and other internal systems - and processes within their teams. Using strong project management skills, the person will lead coordination and expedite project/program activities including owning and managing workstreams within the program scope and under the direction of Program Managers and team leads. A people first mindset and a positive attitude is critical for success. This position is based in the Portland, OR metro area, with a hybrid work location. We are looking for candidates who can meet the requirement of working at least 2 days per week onsite at NEEA’s office location. Finalists must have eligibility to work in the US as NEEA is not able to provide VISA sponsorship or have remote work outside of the US.

Requirements

• Bachelor’s Degree
• 2-3+ years of project coordination and/or project management experience.
• Proficiency in Microsoft Excel, OneNote, Outlook, PowerPoint, SharePoint, Word, and remote/hybrid Teams webinar set up for meetings.
• Proficient in tracking/reporting results in various platforms (Asana, Salesforce), managing spreadsheets, and developing PowerPoint presentations.
• Strong communication skills (written and verbal); presents information and data effectively.
• Demonstrated experience developing and managing project plans/schedules and influencing internal and external teams to execute project plans/schedules and meet deadlines.
• Proactively communicates with team members to expedite work, identify issues and offer solutions.
• Ability to collect and synthesize data and information to support decision making.
• Ability to apply critical thinking skills to determine next steps and follow up.
• Strong motivation to solve problems, results and outcome driven.
• Demonstrates attention to detail, accuracy and thoroughness in their own work, as well as the work of others.
• Comfortable presenting on discreet activities and/or asking questions in meetings with stakeholders and/or market actors.
• Prioritizes and plans work activities while remaining flexible, adaptable and enthusiastic about supporting the cross-functional team/s.
• Conducts oneself as a well-organized self-starter with the ability to multi-task and be proactive in a complex, ambiguous environment.
• Demonstrated customer service skills and orientation.
• Demonstrated ability to successfully collaborate across cross-functional teams.
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties will also be considered.

Responsibilities

• Lead coordination and expedite program activities, workstreams, and schedules to meet team goals and program timelines.
• Adheres to best meeting practices including coordinating meeting logistics and developing materials (scheduling, agendas, pre-reads, Mural boards, presentations) and capturing notes/action items as needed.
• Develop, edit, and proofread program materials (presentations, talking points, reports, dashboards, meeting notes, statements of work) for internal and external audiences.
• Develop Program Work Plans annually (in Asana) through a collaborative process with Program Manager(s) to identify key activities and deliverables and determine deadlines.
• Ensure that Program Work Plans are routinely kept up to date in conjunction with cross-functional team members and team leads.
• Proactively communicates with team members to alleviate scheduling issues and bottlenecks.
• Identifies interdependencies which may slow down critical path activities and proactively works with program teams to resolve issues.
• Escalates issues to manager/program manager(s) as needed.
• As required, project management support such as creating detailed workback schedules for the program stage gate process or in support of Request For Proposal (RFP), Request For Qualifications (RFQ) in conjunction with Program Manager(s)/team leads.
• Additional project management activities may include organizing documents, assisting with planning team meetings and sequencing of team review of key deliverables, proactive team communications around due dates and deliverables to ensure timelines stay on track.
• Advocates for and models best practices; champions NEEA tools and processes.
• Serve as a SharePoint site owner to NEEA’s assigned program and product groups and provide support and recommendations for site continuous improvements.
• Exercise discretion in managing correspondence and confidential information.
• Serve as point-of-contact for Salesforce entries when needed and reinforce best practices for its usage.
• Create dashboards and reporting in Salesforce as needed.
• Work with external market partners and stakeholders to coordinate, prepare for, and organize meetings and activities, including holding team members accountable for deliverables.
• May support financial updates (including accruals, approving invoices and tracking budget and forecasting) by applying critical thinking and coordinating inputs from cross-functional team members in conjunction with Program Managers and/or project leads.
• May assist with program reporting, creating dashboards, gathering information and preparing drafts for internal/external audiences for Program Manager review.
• May expedite or manage contracts including scopes of work and budgets for identified projects in collaboration with subject matter experts/team leads.
• May serve as primary point of contact of discreet workstreams in conjunction with Program Manager.
• Ad hoc projects as needed.

Benefits

• 90% of medical/dental premiums paid by NEEA, including for dependents
• Employer funded Health Savings Account
• 136 hours of PTO/year
• Automatic 6% retirement contribution with an additional 2% matching
• Flexible work environment, including hybrid work location and 9/80 schedule options
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level