Project Coordinator 2 - First Tek, Inc.
Vancouver, WA 98666
About the Job
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.
Project Coordination and Support:
Provide support to assigned project manager(s). Note: However, PCs 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.
Serve as a member of project teams designated by the manager or project manager.
Support coordination of the full project lifecycle.
Liaise with managers and other stakeholders to assist in meetings to define project requirements, scopes, and objectives.
Coordinate internal and external resources, validate that work remains within the fundamental guidelines and scope.
Analyze assignment progress and recommend adapting scope or timeline when necessary to achieve optimal results.
Monitor that all aspects of a project are well organized and conform with required timelines and deliverables; alert PM.
Develop and maintain a project performance database that tracks overall progress and the achievement of milestones.
Monitor resources effectively to boost project efficiency and maximize the output of deliverables.
Report project risks and outcomes through appropriate channels and escalate issues according to the project work plan.
Serve as a point of communication between project teams, external stakeholders, and resources.
Maintain a tracking system of action items to verify compliance with scheduled responses and actions.
Coordinate and monitor work unit responses to time-critical documents and alert appropriate parties of any concerns or delays in response.
Work closely with the project managers and stakeholders, provide tracking, research, and cost control support for major projects, develop an understanding of project needs, and take actions to verify that such needs are met.
Evaluate information gathered from multiple sources, reconcile conflicts, compile high-level information into details, abstract from low-level information to a general understanding, and distinguish user requests from the underlying true needs; use findings and insights to draft project and change management plans and other project considerations.
Assist to coordinate planning and execution of milestones, schedules, and tasks to facilitate successful completion of assigned initiatives and associated documentation, gather and integrate work from multiple sources into one cohesive document.
Review project performance with project manager and management team, measure against targets, benchmarks and established timelines. Conduct and support the compilation and analysis of technical source data necessary for project development.
Identify, propose, and document project deliverables and deadlines, including coordinate communication plans, update management plans, conduct current state ( "as is ") and future state ( "to be ) assessments, and draft and recommend user guides, desk manuals, and other necessary support tools.
Recommend, create, and track program evaluation criteria and procedures that incorporate performance metrics, compliance requirements, program and process changes to functional managers based on trends, stakeholder feedback, and lessons learned.
Provide organizational and process analysis to assist BPA management with facilitating the successful development and implementation of Transmission's business and strategic initiatives.
Recommend methods for enhancing the efficiency and effectiveness of projects, programs, and procedures through process modification and application of evolving technology.
Maintain regular communication regarding project status and concerns with appropriate parties including the BPA manager, project manager, stakeholders, project team, business analyst team, etc.
Create documentation to analyze and validate repeatability of processes, facilitate training on new analytical tools, and support business continuity and knowledge transfer.
Administrative Support:
Coordinate managers' daily Outlook calendars and schedules and anticipate appropriate team members to invite to meetings.
Review senior leadership's emails and decide who to engage or send information to appropriate parties.
Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s).
May serve as timekeeping power user (able to input time for others as requested).
Assist with scheduling interviews through Fieldglass.
Arrange travel as needed, such as airline arrangements, hotel accommodations, rental cars, and shuttle reservations.
Maintain the organizational SharePoint site.
Create, maintain, and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
Submit personnel actions and management of performance plans.
Assist BPA manager in a variety of personnel and other actions for BPA federal employees (BFTE) and supplemental labor contract personnel (CFTE), including:
Prepare and enter requests for personnel actions into HRMIS.
Prepare BFTE award requests in HRMIS for manager review/approval, track awards, and prepare recognition certificates for the organization.
Prepare retirement documentation.
May be designated as a power-user and/or back-up for the DOE e-Performance management system. Coordinate and assist BPA manager with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management.
Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Validate documentation submission to Human Resources (HR) is accurately completed within established timelines.
Coordinate and track reporting requirements and activities related to federal staff including creation and submission of travel documents, telework agreements, and required training.
Provide a wide variety of confidential administrative tasks for the managers and staff of the assigned organization. This includes executive groups and asset management teams such as the Portfolio Management Team, Asset Management Lifecycle Governance Team, and the Lifecycle Advisory Board.
Draft agendas, coordinate speaking points, plan for guest(s) / guest speakers, and research and draft background information and materials as requested.
Create, draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
Attend mandatory administrative team meetings.
Participate as a team member and in team meetings both professionally and collaboratively.
Serve as a liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting the work of the organization through consistent communication with the manager and other contacts.
Maintain a variety of tracking logs which include security and Personally Identifiable Information (PII) (e.g. assignment logs, training logs, assets, etc.).
Validate the government and agency-required assignments, tracking, and authorizations (e.g. travel, corporate credit cards, motor vehicle, training, compliance, hardware, software, etc.) are up to date and accurate.
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. Facilitate the gathering and analyzing of information to clarify business operations and problems, document/map the current and future states of objectives and propose alternative solutions and procedures.
Serve as an administrative services assistant back-up as needed.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A bachelor's degree in business administration, management, accounting, computer science, or organizational development (or closely related field) is preferred.
5 years of work experience is required with an applicable bachelor's degree.
7 years of work experience is required with an applicable associate degree.
9 years of program or project coordination experience is required without a degree or applicable degree.
Experience must be consistent with the specific requirements of project coordination and progressively more technical in nature.
Required Technical Skills & Experience (required on matrix)
Working knowledge of project management software such as MS Project, ProjectWise, or similar.
Experience must include knowledge of analysis and program and/or project management principles and methodologies.
Experience with project and change management approaches, tools, and phases of the project lifecycle.
Proficiency required with Microsoft Office, software MS Word, PowerPoint, Excel, and Outlook.
Intermediate proficiency in Visio (flowcharts).
Intermediate to advanced skills/experience with SharePoint or similar system, sufficient to support, manage, edit and maintain site.
Preferred Skills & Experience (optional on matrix)
Project management certification (e.g. Certified Associate in Project Management [CAPM], Project Management Professional {PMP}, or similar).
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
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.
Project Coordination and Support:
Provide support to assigned project manager(s). Note: However, PCs 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.
Serve as a member of project teams designated by the manager or project manager.
Support coordination of the full project lifecycle.
Liaise with managers and other stakeholders to assist in meetings to define project requirements, scopes, and objectives.
Coordinate internal and external resources, validate that work remains within the fundamental guidelines and scope.
Analyze assignment progress and recommend adapting scope or timeline when necessary to achieve optimal results.
Monitor that all aspects of a project are well organized and conform with required timelines and deliverables; alert PM.
Develop and maintain a project performance database that tracks overall progress and the achievement of milestones.
Monitor resources effectively to boost project efficiency and maximize the output of deliverables.
Report project risks and outcomes through appropriate channels and escalate issues according to the project work plan.
Serve as a point of communication between project teams, external stakeholders, and resources.
Maintain a tracking system of action items to verify compliance with scheduled responses and actions.
Coordinate and monitor work unit responses to time-critical documents and alert appropriate parties of any concerns or delays in response.
Work closely with the project managers and stakeholders, provide tracking, research, and cost control support for major projects, develop an understanding of project needs, and take actions to verify that such needs are met.
Evaluate information gathered from multiple sources, reconcile conflicts, compile high-level information into details, abstract from low-level information to a general understanding, and distinguish user requests from the underlying true needs; use findings and insights to draft project and change management plans and other project considerations.
Assist to coordinate planning and execution of milestones, schedules, and tasks to facilitate successful completion of assigned initiatives and associated documentation, gather and integrate work from multiple sources into one cohesive document.
Review project performance with project manager and management team, measure against targets, benchmarks and established timelines. Conduct and support the compilation and analysis of technical source data necessary for project development.
Identify, propose, and document project deliverables and deadlines, including coordinate communication plans, update management plans, conduct current state ( "as is ") and future state ( "to be ) assessments, and draft and recommend user guides, desk manuals, and other necessary support tools.
Recommend, create, and track program evaluation criteria and procedures that incorporate performance metrics, compliance requirements, program and process changes to functional managers based on trends, stakeholder feedback, and lessons learned.
Provide organizational and process analysis to assist BPA management with facilitating the successful development and implementation of Transmission's business and strategic initiatives.
Recommend methods for enhancing the efficiency and effectiveness of projects, programs, and procedures through process modification and application of evolving technology.
Maintain regular communication regarding project status and concerns with appropriate parties including the BPA manager, project manager, stakeholders, project team, business analyst team, etc.
Create documentation to analyze and validate repeatability of processes, facilitate training on new analytical tools, and support business continuity and knowledge transfer.
Administrative Support:
Coordinate managers' daily Outlook calendars and schedules and anticipate appropriate team members to invite to meetings.
Review senior leadership's emails and decide who to engage or send information to appropriate parties.
Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s).
May serve as timekeeping power user (able to input time for others as requested).
Assist with scheduling interviews through Fieldglass.
Arrange travel as needed, such as airline arrangements, hotel accommodations, rental cars, and shuttle reservations.
Maintain the organizational SharePoint site.
Create, maintain, and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
Submit personnel actions and management of performance plans.
Assist BPA manager in a variety of personnel and other actions for BPA federal employees (BFTE) and supplemental labor contract personnel (CFTE), including:
Prepare and enter requests for personnel actions into HRMIS.
Prepare BFTE award requests in HRMIS for manager review/approval, track awards, and prepare recognition certificates for the organization.
Prepare retirement documentation.
May be designated as a power-user and/or back-up for the DOE e-Performance management system. Coordinate and assist BPA manager with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management.
Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Validate documentation submission to Human Resources (HR) is accurately completed within established timelines.
Coordinate and track reporting requirements and activities related to federal staff including creation and submission of travel documents, telework agreements, and required training.
Provide a wide variety of confidential administrative tasks for the managers and staff of the assigned organization. This includes executive groups and asset management teams such as the Portfolio Management Team, Asset Management Lifecycle Governance Team, and the Lifecycle Advisory Board.
Draft agendas, coordinate speaking points, plan for guest(s) / guest speakers, and research and draft background information and materials as requested.
Create, draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
Attend mandatory administrative team meetings.
Participate as a team member and in team meetings both professionally and collaboratively.
Serve as a liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting the work of the organization through consistent communication with the manager and other contacts.
Maintain a variety of tracking logs which include security and Personally Identifiable Information (PII) (e.g. assignment logs, training logs, assets, etc.).
Validate the government and agency-required assignments, tracking, and authorizations (e.g. travel, corporate credit cards, motor vehicle, training, compliance, hardware, software, etc.) are up to date and accurate.
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. Facilitate the gathering and analyzing of information to clarify business operations and problems, document/map the current and future states of objectives and propose alternative solutions and procedures.
Serve as an administrative services assistant back-up as needed.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A bachelor's degree in business administration, management, accounting, computer science, or organizational development (or closely related field) is preferred.
5 years of work experience is required with an applicable bachelor's degree.
7 years of work experience is required with an applicable associate degree.
9 years of program or project coordination experience is required without a degree or applicable degree.
Experience must be consistent with the specific requirements of project coordination and progressively more technical in nature.
Required Technical Skills & Experience (required on matrix)
Working knowledge of project management software such as MS Project, ProjectWise, or similar.
Experience must include knowledge of analysis and program and/or project management principles and methodologies.
Experience with project and change management approaches, tools, and phases of the project lifecycle.
Proficiency required with Microsoft Office, software MS Word, PowerPoint, Excel, and Outlook.
Intermediate proficiency in Visio (flowcharts).
Intermediate to advanced skills/experience with SharePoint or similar system, sufficient to support, manage, edit and maintain site.
Preferred Skills & Experience (optional on matrix)
Project management certification (e.g. Certified Associate in Project Management [CAPM], Project Management Professional {PMP}, or similar).
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Source : First Tek, Inc.
