Program Operations Lead- Portfolio Impact Accelerator
30+ days ago
Are you a program management professional who takes initiative, is flexible, and enjoys working in a results-driven, team environment? Are you able to exercise good judgment in a variety of situations, with strong written and verbal communication, administration, and organizational skills? Do you have experience streamlining systems and processes for programs and people? If yes, then join our team!
Individuals of underrepresented groups are strongly encouraged to apply!
In this role, you will become a team member within RMI’s Portfolio Impact Accelerator (PIA) Group.
PIA’s mission is to help RMI develop a central view on pathways to limit global temperature rise to 1.5°C, advance and maintain the collaborative fabric of a fast-growing organization, and align and accelerate programs’ impacts. The PIA team influences RMI’s full portfolio of 13 programs, and houses key workstreams that drive the organization’s equity, strategy development, corporate engagement, monitoring & evaluation, and messaging alignment work.
This position reports to Lena Hansen, Managing Director for PIA and Avideh Mayville, Senior Manager of Program Operations in Program Services, and will work closely with other senior staff in the execution of PIA workstreams. The Program Operations Lead will help create a high-performance working environment and maximize our programmatic impact, where both the POL and colleagues can realize professional growth and success.
RMI is seeking a Program Operations Lead with exceptional organizational and proactive communication skills to operationally oversee and support PIA.
Given the Group’s mission and scope of work, the POL role has mostly internal and some external responsibilities. Internally the POL will: oversee and support program administrative tasks, co-designing and executing program policies and processes such as knowledge management and financial management; develop and nurture team culture by co-designing and executing team retreats, team norms, and social time; and support relationship management and cross-program coordination and collaboration across the entire institute. Additionally, this role will join the cohort of RMI POLs as the bridging entity between RMI’s Operations departments and the global and geographic programs. Externally facing tasks can vary and often include supporting coordination of workstreams and/or events with key stakeholders and partner organizations.
Your Key Responsibilities
Budget management and financial reporting:
- Support PIA’s annual budget creation and maintain program budget by reforecasting on a monthly basis within Adaptive
- Act as a liaison between Finance and PIA to ensure each PIA workstream is funded through an appropriate mechanism
- Work with Development and the program team to ensure coordination of key materials and any needed PIA information is accurately represented in proposals
- Facilitate and manage the monitoring and reporting against all requirements in the group’s grant agreements
- Manage budget tracking and reporting in partnership with compliance manager, development officer, and program leadership
- Maintain a high-level view of the funding Pipeline and give feedback to leadership on future funding gaps
- Act as a liaison between finance and PIA to ensure that the correct rates are being used for budgets in funding proposals
- Support program team with full-cycle recruitment, including working with leadership to update and deliver on hiring targets and staff utilization
- Ensure that team members are participating in relevant trainings and utilizing their learning and development budgets
- Serve as point person for the program team on travel safety procedures and guidelines
Procurement and contracting:
- Plan, organize, and executes internal program-related events
- Manage invoices, current contracts, creation of new contracts and relationships with current and future program contractors
- Submit vendor bills correctly and in a timely manner
- Facilitate and manage procurement processes for the program with the support from RMI’s compliance manager
- Ensure all team members are properly planned in project management tool
- Maintain project structures (including budget and project-specific data) and create new projects when needed in project management tool
- Review and approve timesheets and expense reports for the program
- Track RMI-standard KPIs and compiles results, generating actionable plans for improvement for leadership review
- Maintain the program’s SharePoint homepages
Internal (intra-institute) coordination:
- Serve as liaison between the PIA team and RMI’s operations departments, with a focus on efficiency and effectiveness
- Support operations in implementation of process improvements and RMI standards for program success
- Work with leaders to ensure consistent processes and tools are utilized across the program
- Facilitate internal coordination with other programs and operations on shared resources, providing frequent updates to leadership
- Drive intra-institute coordination efforts in partnership with the Monitoring, Learning, and Evaluation Manager and the Program MD, proactively making recommendations on best practices and procedures
- Liaise with Executive Assistants to ensure Program is running smoothly
- Additional responsibilities, as required
- Budget development, tracking, and management
- Coordination with Finance around the multiple revenue streams that will support PIA, including allocations, direct billing to programs, writing PIA functions into grants, potentially dedicated grants
- On-boarding support for new PIA hires, including the new Strategic Operations MD, knowledge management team, executive research associates, rapid response team, and others
- On-boarding and on-going coordination/logistical management and support of the associate cohort we're hiring for (and presumably future ones), including supporting making their assignments to programs and managing the process of rotating them or moving them into permanent assignments
- Supporting our M&E, corporate engagement, and equity leads in developing templates, processes, and SharePoint structures
- Bachelor's degree from an accredited college or university, or an equivalent combination of education and experience
- A minimum of 5 years of progressively responsible administrative, finance, operations, project management or related experience
- Proven organization skills and flexibility when it comes to balancing priorities
- Strong team and interpersonal skills and the ability to work independently
- Proficient budgeting, finance, and project management skills
- Ability to effectively multitask
- Strong verbal and written communications skills
- Experience working with complex budgets and funders
- Ability to manage stakeholder relationships
- Demonstrable problem-solving skills
- Good judgment and strong decision-making ability
- Attention to detail and exceptional accuracy
- Grant and proposal writing and management
The position will remain remote through the COVID-19 pandemic. Once the COVID-19 situation improves, it would be preferred, but not required, for this role to be based near one of our U.S. offices in Oakland, CA, Washington, D.C., New York City, Boulder, or Basalt, Colorado. This will be discussed further throughout the interview process.
Important Note: As a U.S. federal contractor, RMI must comply with requirements outlined Executive Order Ensuring Adequate COVID Safety Protocols for Federal Contractors. This Executive Order requires that all federal contractors and subcontractors mandate and verify that all U.S. based employees are fully vaccinated against COVID-19. If you are based in the U.S., you will be required to provide proof of full vaccination status as a condition of employment. You may request an accommodation for medical or religious reasons. If you are based outside of the U.S., this requirement does not apply.
RMI compensates based on the level and requirements of the role. Salary within our ranges may also be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. Typically, new Program Operations Leads based in the U.S. join at the minimum to mid-salary range of $63,000-$74,000. You would also have an additional 5% bonus target!
We offer a comprehensive benefits package including:
- Medical, Dental, Vision Insurance
- 403b Retirement Options (5% match immediately)
- Generous PTO
- Learning & Development opportunities
- Parental leave
- Life, AD&D, Short Term and Long-Term Disability
- Commuter and Wellness Benefits
Increasing the diversity of thought, perspectives, ideas and opinions within RMI is a critical change element supporting our long-term sustainability and mission to build a clean, prosperous, and secure energy future for all.
We strive for a level of diversity that reflects the communities we serve. Achieving this—regardless of ability, race, ethnicity, ancestry, age, gender, sexual orientation, religion, veteran status, socioeconomic class, educational attainment or other social identities—is critical to the success of each RMIer and collectively as an organization. This ensures that we:
- Have the different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.
- Strive for a culture of inclusion and belonging by treating others with dignity, respect and appreciation enabling them to feel welcomed, supported and valued.
- Effectively connect, communicate and build long-lasting relationships with decision makers, stakeholders and constituents within diverse communities.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
RMI is an independent nonprofit founded in 1982 that transforms global energy systems through market-driven solutions to align with a 1.5°C future and secure a clean, prosperous, zero-carbon future for all. We work in the world’s most critical geographies and engage businesses, policymakers, communities, and NGOs to identify and scale energy system interventions that will cut greenhouse gas emissions at least 50 percent by 2030. RMI has offices in Basalt and Boulder, Colorado; New York City; Oakland, California; Washington, D.C.; and Beijing.