Program Coordinator

3 weeks ago

Portland, United States TalentPlug LLC Full time

NOTE: Work Hours: 40; In-person days: Tuesdays and Thursdays; this position has the opportunity for an extension



Position Summary/Purpose:

  • The Program Coordinator is part of the Flexible Load Program Implementation Team and is responsible for providing direct program support for both day-to-day operations as well as assisting with special projects.
  • This position works directly with product and program managers, along with the Operations Lead to ensure successful program implementation, in addition to supporting continuous process improvements.
  • Day-to-day operational support includes program coordination, data tracking, budget tracking, and reporting work to meet program milestones and ensuring smooth operations.


Key Responsibilities:

  • Project Consulting and Planning:
  • Working with the project leadership team to ensure strategic alignment, cost-effectiveness, and mitigation of negative operational and customer service impacts of business initiatives and projects; works with the project sponsor to develop objectives and scope; assists in or develops business case/justification.
  • Coordinating the day-to-day activities of multiple projects, including preparing and maintaining project plans, project schedules, tracking key metrics, managing budgets and expenditures, and setting up of project records systems. This includes customer direct communication both oral and written.
  • Providing administrative support, as needed.
  • Team Coordination: Provides proactive project support by scheduling meetings, developing agendas, distributing meeting materials, capturing minutes, tracking assignments, and requesting updates for assigned projects and steering committees.
  • Project Controls: Maintains, monitors, and updates the project plan; tracks and updates budget; alerts Program Managers to significant variances and potential scope increases; maintains and tracks all project-related action items and issues including customer inquiries and responses.
  • Stakeholder Engagement: Organizing and facilitating internal and external stakeholder meetings where appropriate and distributing minutes to all attendees. Documenting and following up on important actions and decisions from meetings. Assisting with the development of any necessary communication or presentation materials.
  • Process Improvement: Assists program teams in facilitating business process improvement (BPI) activities; assists managers and subject matter experts to identify, improve and revise processes, practices, and policies; assists managers in measuring pre- and post-improvement performance to monitor success of improvement initiatives. May also analyze best practices, diagraming and capturing process flows, performing gap analyses, and identifying improvement opportunities; research and document user requirements for business systems; facilitates BPI sessions on behalf of program managers, as requested.
  • Project Reporting and Documentation: Prepares program/project level communications such as progress reports, proposals, and presentations. Establishes and maintains repository for project documents; ensures all project documents are catalogued and archived in a secure and efficient manner; files all “lessons learned” along with project artifacts. Part of this project reporting and documentation
  • Internal Collaboration: Partners with product specialists and program managers to improve overall organizational competencies in project management; collaborates with team and peer group to continually improve.


Team and Work Environment

  • Can you give a high-level overview of your team size, roles, its initiatives/deliverables, and any tool/technologies specific to your team/department/project they will be supporting: Residential Portfolio and Flexible Load Implementation teams work closely together to enroll customer into our seven demand response programs. We use a variety of systems including C2M, our customer billing system, tableau, custom platforms, and Excel.
  • What would “a day in the life” of this role look like?: Data entry, quality control checks, following up with customers and contractors, working collaboratively across hybrid teams.
  • What interaction level with this role have the team members and hiring manager? High level of interaction with team members on both my and Binh’s teams
  • What would you say is the top priority for the worker over the first few weeks/months?: To learn to navigate our various systems and process steps involved in carrying out the work.
  • What do you foresee being the biggest challenge in this role? Problem-solving unique situations that fall outside of the desktop procedures.


Preferred:

Familiarity with the utility or energy efficiency industry


Top 3 Must-Haves (Hard and/or Soft Skills):

  1. Excellent communication and organization abilities
  2. Strong attention to detail
  3. Customer service skills and experience.

Top 3 Nice-To-Haves (Hard and/or Soft Skills)

  1. Strong research and report-generating skills
  2. Experience working within and coordinating multidisciplinary teams
  3. Working knowledge of project and/or program management.

Education Requirements (Experience in Lieu of Degree):

  • Associates, Bachelors, or equivalent years of direct experience
  • 2-5 years of experience we are you looking.

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