Project Coordinator 1

POSITION RESPONSIBILITIES

Note: All official drafts, documents, and recommendations, as listed below, must be reviewed, finalized, and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.

NOTE: Provides Support to assigned Project Manager(s). May NOT be given sole responsibility for any phase of an on-going project, no matter the complexity or dollar amount of the project or phase of a project. May NOT have primary responsibility for determining the Scope, Funding, or Schedule of a project or phase of a project. Assists the PM, tracks, reports, and alerts others on risks or changes needed to any of these areas. May not be identified in writing as the "Project Manager” verbally or on any correspondence, documentation, or official records.

Support projects assigned by BPA project manager(s), from beginning to end, by aiding on the PMI-based project management methodology, best practices, and internal skill development as requested by and with guidance from the BPA manager, team lead, or other personnel with the authority to do so, including:

Coordinate activities for assigned projects that help goals or objectives to be accomplished within the prescribed time frame and funding parameters, escalating concerns to appropriate BPA manager/personnel.

Address and navigate politically sensitive issues in a collaborative and professional manner with BPA manager/federal personnel assistance and guidance.

Support and facilitate the following functions:

Written and verbal sponsor or stakeholder communication.

Project team communications and coordination.

Inter-project team communications and coordination.

Project Tracking & Document Management:

Monitor and track resource commitments from other groups as requested by the PM using the organization's resource tools.

Monitor project milestones and schedules. Monitor, maintain, and update project schedules as required by the project manager.

Per designated funding type and work order type (i.e. contractual customer agreement dates), alert BPA federal staff if additional time is needed.

Attend monthly financial review meetings with the PM and financial analysts.

Understand and monitor Ready for Intended Use (RIU) dates and report to the PM.

Monitor project schedules with the use of various or applicable reporting tools.

Draft project change logs for the project manager to review and submit.

Coordinate and track project equipment materials per PM guidance.

Coordinate lessons learned activities per PM guidance.

Attend project update meetings for the PM (e.g., 3D meeting) as requested.

Track and follow up on action items assigned to and assigned by the BPA manager or project manager. Know who to contact when action items are complete, and a subsequent action can begin.

Monitor and assist with risk management activities with assigned PM and project team member. Identify project risks, alert BPA staff to concerns and provide mitigation requirements for BPA consideration.

Track and maintain documents (on workspace and otherwise) related to project. These documents may come from the BPA manager, PM, other team members, BPA systems, or outside agencies. Check dates and decisions on documents that are known to change frequently and update static documents regularly, so the most current information is available.

Coordinate information/status updates with/from project team and distribute to team members needing the updated information.

Request, set-up, and maintain Project Workspaces., Participate in workspace innovation/development, as needed. Assist others outside of TEP with navigating PM workspaces.

Compile lessons learned through project lifecycle; publish lessons learned at project close-out.

Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.

Meeting Facilitation:

Facilitate project meetings (scoping, kick-off, monthly project team, special team meetings, etc.) using Microsoft Outlook. Request, research, and confirm project team members that are required and those that are optional attendees. Schedule appropriate date and time, conference room, and conference calls.

Gather information on meeting agenda topics, create agenda 24 – 48 hours in advance, distribute agenda and other documentation needed during the project meeting.

Confirm and set up conference room, conference call, call bridge, laptop, maps, and other meeting materials at the beginning of project meeting.

Document discussion during project meetings. Distribute meeting minutes. Identify/document action Items, decision-makers in attendance, and decisions made during meetings.

Attend project meetings. Facilitate rescheduling or cancelling meetings in absence of the project manager.

Site Visits:

Plan and coordinate site visits including scoping site visits and field reconnaissance visits by arranging appropriate dates, times, transportation (commercial air, BPA air, Government vehicles, etc.), lodging, and permissions (if needed) at the request of a BPA manager or PM.

Prepare and disseminate documentation needed for site visits; track and check-in documents that need to be returned.

Take minutes during site visits, follow-up on unanswered questions and other actions.

Work Plan Management:

Assist PM and/or the BPA manager in coordination/maintenance/prioritization of PM's individual work plan portfolio. Check the status of project work plan frequently to launch new work quickly as it is assigned.

Check the work plan for accuracy and coordinate updates to Project Portfolio when updates are made. Coordinate PM reassignments when needed.

Assist PM in creation of Project Management Plan.

Resource Coordination:

Request appropriate project resources on behalf of the PM (people, equipment, material, etc.) to fulfill project needs; submit resource requests with other internal organizations.

Coordinate project schedules (or other reporting information) for team members and with other groups (e.g., TEBW, TEBI, and TF).

Draft progress reports, ad hoc reports, spreadsheets, visual aids, etc. as requested by PM, Schedulers (including those from other departments, e.g. TF and TFH), and/or financial analyst.

Assist in coordinating resources and outages between project managers and projects when projects overlap in time or geographic locations to find a workable schedule.

Assisting Project Team:

Work with project manager, the BPA manager, and project engineer on technical and logistical aspects of project design to create scope of work documents, statements of work documents, step plans, materials lists, etc. to be included in requests for outages and design and construction resources.

When necessary, facilitate the successful transition of a project or program of projects to another project coordinator including any training, documentation, and meeting coordination required to bring the new PM fully up to speed on all critical aspects of the work and introduce them to executive sponsors and key stakeholders.

Assist in coordination with outside entities including other city, state, and federal agencies, utilities, and other accounts/customers, tribes, public, and stakeholders that are affected by transmission project work.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

A bachelor's degree in engineering, business administration or management, computer science or other related technical discipline is preferred.

1 year of experience is required with an applicable bachelor's degree.

3 years of experience is required with a bachelor's degree not in applicable fields.

5 years of experience is required without a degree.

Experience should include direct work experience in project coordination/ control capacity, including all aspects of process development and execution.

Required Technical Skills & Experience (required on matrix)

Demonstrated proficiency using MS Project or similar program (i.e. Primavera) to create, analyze, and manipulate project schedules.

Demonstrated experience using SharePoint to maintain and create project sites for use and storage of project documents and content.

Preferred Skills & Experience (optional on matrix)

Experience in the electric utility industry data.

Ability to analyze, understand and effectively document technical data.

Ability to store, manipulate, and organize large numbers of files and folders using Microsoft Windows networks or other document management programs.

Ability to read and understand engineering drawings.

Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.

 

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