Senior Program Coordinator

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.

Salary range: $70,000 - $80,000, exempt

• Salary is based on the applicants Experience, Knowledge, Skills, and Abilities.

The Typical Day May Include…

• 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.

• Program Management Support:

• Senior Program Coordinators are expected to provide an advanced level of support to the Program(s) and Program Manager(s) they are assigned. Some examples of these tasks include:

• 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.

Supervisory Responsibilities:

This position has no direct supervisory responsibilities. This position may manage outside contracts with limited scope and budget in support of program activities on behalf of and in conjunction with Program Managers/team leads.