Program Coordinator, Northeast

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Energy Foundation

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Remote

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30+ days ago

PROGRAM COORDINATOR, NORTHEAST at Energy Foundation
Any EF office or Remote within United States

ABOUT ENERGY FOUNDATION

Energy Foundation’s (EF) mission is to secure a clean and equitable energy future to tackle the climate crisis. We envision a healthy, safe, equitable economy powered by clean energy. We believe a thriving clean energy economy can create sustainable opportunities, spur innovation, and protect our climate—for today and future generations.

EF supports education and analysis to promote non-partisan policy solutions that advance renewable energy and energy efficiency while opening doors to greater innovation and productivity—growing the economy with dramatically less pollution. For more than 25 years, Energy Foundation has supported grantees to help educate policymakers and the general public about the benefits of a clean energy economy. Our grantees include business, health, environmental, labor, equity, community, faith, and consumer groups, as well as policy experts, think tanks, universities, and more.

EF is headquartered in San Francisco, CA, and our more than 70 staff members are based in locations throughout the Midwest, Northeast, Southeast, and Western regions where they can best serve our programs, partners, operations, and other functions.

POSITION SUMMARY
EF is looking for an organized, detail-oriented, and creative problem-solver to join our Northeast Regional Team as the Program Coordinator. The Program Coordinator will maintain the region’s multi-million-dollar budget, manage projects and processes for the team, work closely with other teams, and help optimize the use of systems and processes.

EF actively seeks to expand Diversity, Equity, and Inclusion within our organization and through our work. We encourage people of color and candidates with diverse backgrounds, experiences, and perspectives to apply.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Budget and Grants Management

  • Manage the master Northeast budget, maintaining its integrity in real time. This entails:
  • Working closely with Program Associates, Program Directors, and consultants to design and maintain budgets for states within the region.
  • Overseeing reconciliation of state budgets, the Northeast region budget, and organizational budgets on a regular basis to ensure accuracy.
  • Creating and adjusting budgets as needed.
  • Helping assign funding sources to grants/contracts from multiple initiatives.
  • Troubleshooting challenges as they arise.
  • Oversee the quality and integrity of EF Northeast grantmaking mechanics to ensure resources move to the field in a timely manner.
  • When necessary during times of high volume of grantmaking, assist Program Associates in executing grants and contracts.

Project Management

  • Develop clear timelines, templates, and schedules for projects led by EF staff or consultants on relevant projects in the Northeast.
  • Use project management tools such as Asana and Slack to design and oversee workflows (e.g., funder proposals and reports); coordinate grant renewal timeline for the year; manage deadlines; track and streamline internal requests for feedback and information; and generally help keep things on track.
  • Coordinate key EF processes for the Northeast office, such as the annual Strategic Planning Process, annual Budget Planning Process, State Director and other consultant search processes, and launching new states within the region, in partnership with relevant staff.
  • Manage the office calendar and workflow schedule, to help balance team workloads related to grants, project-task deliverables, travel/events, etc., with an eye toward anticipating schedule conflicts and resolving in advance.

Internal Coordination

  • Ensure effective coordination and integration within the Northeast office, including:
  • Plan agenda, facilitate, and track and manage action items for weekly team meetings;
  • Implement tools and systems to support collaboration and information-sharing (e.g., Asana, Calendly, Zoom, Evernote, Drive, Box); and
  • Train and update Northeast staff on new tools, best practices, and processes.
  • Serve as the primary point of contact on projects or processes that cross programs (e.g., software transitions, process changes), IT, and office space.
  • Develop, implement, and document processes and systems to streamline information flow and ensure alignment across Programs.
  • Lead onboarding for new staff.

External Coordination

  • Plan and organize events with grantees and partners, including Northeast convenings, which involves retaining consultants/vendors, identifying and securing venues, designing project timeline, coordinating with others, and managing project deliverables.
  • Work with the Northeast team to establish and/or maintain communication and coordination with grantees and partners.

Program Work

  • Aid in the development and quality control of work products, including writing, editing, proofing, and formatting Word documents, PowerPoint presentations, and Excel spreadsheets that communicate strategies, activities, results, and assessments to various audiences.
  • Support relevant team members with campaigns, policy, and/or communications work, as needed.

Team Building

  • Maintain collaborative relationships with peers and colleagues and contribute to a positive working environment.
  • Coordinate internal Northeast office events, team-building activities, and trainings (e.g., team retreats, “fun days,” software trainings), and track team milestones.
  • Deliver constructive feedback to colleagues up and down the org chart.
  • Generate and implement ideas for systems, program, and operational improvement.
  • Embody EF’s values of community, equity, learning, service, and transformational impact.
  • Recognize that we are stronger when we are diverse and inclusive

QUALIFICATIONS

  • Five+ years of workplace experience in project and/or budget management.
  • Project management: demonstrated knowledge and experience with complex project management, including simultaneously advancing multiple projects that involve various stakeholders and deadlines to a successful completion, ideally using software like Asana.
  • Technical skills: advanced skills using Microsoft Excel, Word, PowerPoint, and Outlook, preferably in a Mac environment; familiarity with Google Drive, Docs, and Sheets, and Box. Experience using cloud-based relational database systems, such as Salesforce, preferred.
  • Multitasking: experience supporting multiple priorities and juggling a variety of tasks for one or more individuals in a team environment.
  • Proactive and able to work with limited guidance on a diverse array of projects.
  • Team player who is able to work collaboratively in a multicultural, diverse environment to support the team’s goals and members.
  • Organized problem-solver with demonstrated attention to detail.

CORE COMPETENCIES

  • Planning and organizing: prioritizes work activities, uses time efficiently, develops realistic action plans with a strong attention to detail; manages a variety of responsibilities; prioritizes tasks and allocates time to planning, thinking, and mapping out tasks.
  • Analytical skills: reviews, analyzes and synthesizes a variety of information and makes recommendations; anticipates problems, opportunities, and needs of the team, develops results-oriented conclusions; organizes ideas and information in unique ways.
  • Collaboration: establishes productive, cooperative relationships within the team and across the organization; responds to others’ needs and priorities in a timely way, resolves conflicts constructively, proactively addresses or anticipates potential conflicts; gives and receives feedback in ways that will enhance working relationships; exchanges information and ideas with internal and external constituents to develop and implement best practices.
  • Oral and written communication: ability to present information clearly and succinctly in conversation and in writing; ability to present concise themes visually; responds to inquiries accurately and in a timely manner.
  • Flexibility: copes skillfully with unexpected events, handles several projects simultaneously, adapts style of communication to suit the audience, and supports change efforts.

SUPERVISION
Reports to the Senior Regional Director, Northeast, and is a member of the Programs team.

COMPENSATION
This is a full-time position. The target salary for this position is $88,200 for San Francisco Bay Area candidates and $77,400 for candidates in other areas of the United States. Excellent benefits including medical, dental, and vision insurance, generous paid time off, and a matched 403(b) retirement plan. We offer support for remote work, professional development, and a driven, highly collaborative, supportive work environment.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to spend extended hours at the computer.

WORK ENVIRONMENT
This position may be based in any of EF’s offices or may work remotely from anywhere in the U.S. All candidates are expected to work during standard EST hours. For those in the Washington, DC, area, you are welcome but not required to work from EF’s Northeast regional office, which is located in the Hall of the States in the Capitol Hill neighborhood, and conveniently located near several public transportation stops.

The DC office includes some shared workspace, some individual offices, shared kitchen facilities, with moderate noise levels and a collegial atmosphere. On occasion, there are activities or events after work hours.

Job Type: Full-time

Pay: $77,400.00 - $88,200.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Retirement plan
  • Vision insurance

Schedule:

  • Monday to Friday

Work Location: Remote