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.
Note: Provides support to the assigned Project Manager. May NOT be given sole responsibility for any phase of an ongoing 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 Project Managers (PMs) by coordinating assigned projects, from beginning to end, providing guidance on the Project Management Institute (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 enable 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 deliverables:
Assist in Scope Definition and management by documenting discussions in project team meetings.
Assist in Process and System Design requirements by documenting discussions in project team meetings.
Provide communication and project management best practice gap analysis.
Support and facilitate the following functions:
Written and verbal sponsor communication.
Project team communications and coordination.
Inter-project team communications and coordination.
Collaborate with and provide support to the project team, working to facilitate an effective and efficient project team.
Project Tracking & Document Management:
Assist in the creation and monitoring of project schedules at the request of the project manager.
Facilitate resource commitments from other groups as required.
Monitor project milestones and schedules to keep projects on track and on budget. Per designated funding type and work order type (i.e. contractual customer agreement dates). Alert BPA federal staff if there are budget concerns or if additional time is needed.
Attend monthly financial review meetings with PM and financial analysts.
Monitor Ready for Intended Use (RIU) dates and report to PM.
Draft project change logs for the project manager to submit.
Coordinate and track material per PM guidance.
Attending update meetings for PM (e.g., 3D meeting) if requested.
Edit project management plan per PM guidance.
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.
Track and maintain documents (on workspace and otherwise) related to project. These documents may come from the BPA manager or PM or may come from 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.
Coordinate lessons learned per PM guidance.
Compile lessons learned through project lifecycle and published 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 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.
In the absence of the PM, assess the best action to take for meetings and confer with the BPA manager to: cancel, reschedule, facilitate the meeting, or notify the appropriate individuals that a facilitator is required.
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.
Support BPA managers with defined scope when new projects are assigned. Assist PM in creation of Project Management Plan; create/submit to BPA manager for approval. Update and maintain Project Plans as necessary. Support work in the other groups within TEP (e.g., TEPS, TEPL, and TEPP).
Resource Coordination:
Forecast and request appropriate project resources (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).
Develop 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.
Coordinate resources and outages between project managers when projects overlap in time or geographic locations.
Assisting Project Team:
Work with project manager, the BPA manager and project engineer on technical and logistical aspects of project design to coordinate 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, assist the outgoing Project Manager to facilitate the successful transition of projects to a newly assigned PM including any training, documentation, or 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 other stakeholders that are affected by transmission work.
Operational Excellence (high level of proficiency to participate in process improvement teams):
Coordinate between TEP and other departments (e.g., TEBW, TFHE, and TFHQ) to draft and document business rule changes from within BPA's Microsoft Project Governance Committee.
Assist Project Managers and Project Coordinators with technical issues relating to reports or other scheduling information with Microsoft Project (MSP). This may include analyzing data integrity, processes, and coordination with other groups to determine the root cause(s) of issues.
Serve as a point of contact of TEPs Change Management process (e.g., develop a Lessons Learned project). Assist TEP staff with documenting and processing change management efforts.
Prepare and provide technical presentations to Staff, Supervisors, and Executive Management on TEPs process improvements, software upgrades, and other operational excellence efforts.
Participate in ongoing update efforts to the CIA Process.
At the request of the Project Manager, coordinate with BPA's Tribal Relations Representative as well as possibly arrange meetings with BPA and any Tribal Nations.
At the request of the Project Manager, coordinate with BPA's Estimating group and validate estimate requests have been submitted, finalized, or that action items associated with the estimates have been completed.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A bachelor's degree in engineering, business administration or management, organizational development, computer science, or other related technical discipline is preferred.
5 years of experience is required with an applicable bachelor's degree.
7 years of experience is required with a bachelor's degree not in applicable fields.
9 years of experience is required without a degree.
Experience should include direct work experience in a project coordination/ control capacity, including all aspects of process development and execution. Must be capable of applying a diversified knowledge of principles and practices in assigned technical areas. Requires a working knowledge of automated data systems.
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.
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.
Preferred Skills & Experience (optional on matrix)
Experience in the electric utility industry data.
Ability to read and understand engineering drawings.
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.
Note: Provides support to the assigned Project Manager. May NOT be given sole responsibility for any phase of an ongoing 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 Project Managers (PMs) by coordinating assigned projects, from beginning to end, providing guidance on the Project Management Institute (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 enable 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 deliverables:
Assist in Scope Definition and management by documenting discussions in project team meetings.
Assist in Process and System Design requirements by documenting discussions in project team meetings.
Provide communication and project management best practice gap analysis.
Support and facilitate the following functions:
Written and verbal sponsor communication.
Project team communications and coordination.
Inter-project team communications and coordination.
Collaborate with and provide support to the project team, working to facilitate an effective and efficient project team.
Project Tracking & Document Management:
Assist in the creation and monitoring of project schedules at the request of the project manager.
Facilitate resource commitments from other groups as required.
Monitor project milestones and schedules to keep projects on track and on budget. Per designated funding type and work order type (i.e. contractual customer agreement dates). Alert BPA federal staff if there are budget concerns or if additional time is needed.
Attend monthly financial review meetings with PM and financial analysts.
Monitor Ready for Intended Use (RIU) dates and report to PM.
Draft project change logs for the project manager to submit.
Coordinate and track material per PM guidance.
Attending update meetings for PM (e.g., 3D meeting) if requested.
Edit project management plan per PM guidance.
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.
Track and maintain documents (on workspace and otherwise) related to project. These documents may come from the BPA manager or PM or may come from 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.
Coordinate lessons learned per PM guidance.
Compile lessons learned through project lifecycle and published 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 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.
In the absence of the PM, assess the best action to take for meetings and confer with the BPA manager to: cancel, reschedule, facilitate the meeting, or notify the appropriate individuals that a facilitator is required.
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.
Support BPA managers with defined scope when new projects are assigned. Assist PM in creation of Project Management Plan; create/submit to BPA manager for approval. Update and maintain Project Plans as necessary. Support work in the other groups within TEP (e.g., TEPS, TEPL, and TEPP).
Resource Coordination:
Forecast and request appropriate project resources (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).
Develop 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.
Coordinate resources and outages between project managers when projects overlap in time or geographic locations.
Assisting Project Team:
Work with project manager, the BPA manager and project engineer on technical and logistical aspects of project design to coordinate 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, assist the outgoing Project Manager to facilitate the successful transition of projects to a newly assigned PM including any training, documentation, or 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 other stakeholders that are affected by transmission work.
Operational Excellence (high level of proficiency to participate in process improvement teams):
Coordinate between TEP and other departments (e.g., TEBW, TFHE, and TFHQ) to draft and document business rule changes from within BPA's Microsoft Project Governance Committee.
Assist Project Managers and Project Coordinators with technical issues relating to reports or other scheduling information with Microsoft Project (MSP). This may include analyzing data integrity, processes, and coordination with other groups to determine the root cause(s) of issues.
Serve as a point of contact of TEPs Change Management process (e.g., develop a Lessons Learned project). Assist TEP staff with documenting and processing change management efforts.
Prepare and provide technical presentations to Staff, Supervisors, and Executive Management on TEPs process improvements, software upgrades, and other operational excellence efforts.
Participate in ongoing update efforts to the CIA Process.
At the request of the Project Manager, coordinate with BPA's Tribal Relations Representative as well as possibly arrange meetings with BPA and any Tribal Nations.
At the request of the Project Manager, coordinate with BPA's Estimating group and validate estimate requests have been submitted, finalized, or that action items associated with the estimates have been completed.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A bachelor's degree in engineering, business administration or management, organizational development, computer science, or other related technical discipline is preferred.
5 years of experience is required with an applicable bachelor's degree.
7 years of experience is required with a bachelor's degree not in applicable fields.
9 years of experience is required without a degree.
Experience should include direct work experience in a project coordination/ control capacity, including all aspects of process development and execution. Must be capable of applying a diversified knowledge of principles and practices in assigned technical areas. Requires a working knowledge of automated data systems.
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.
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.
Preferred Skills & Experience (optional on matrix)
Experience in the electric utility industry data.
Ability to read and understand engineering drawings.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Source : First Tek, Inc.
