Program Operations Lead - US Programs
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 US Program team. The US Program works to accelerate the US transition to a climate-aligned future. The US Program collaboratively develops RMI’s overall US strategy by establishing clear priorities while working to integrate, elevate, and fill gaps among US-focused work across RMI’s programs. The US Program works with government, industry, and civil society across all economic sectors to accelerate US decarbonization.
This position reports to Sarah Ladislaw, Managing Director of the US Program and Avideh Mayville, Senior Manager of Program Operations in Program Services, and will work closely with other senior staff in the execution of US Program 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.
Rocky Mountain Institute (RMI) is seeking a Program Operations Lead (POL) with exceptional organizational and communication skills to facilitate successful execution of all operations within the U.S. Program, enabling maximum impact and return on investment. The Program Operations Lead plays a key role in ensuring that the knowledge developed by the program is effectively managed and communicated to relevant parties. The POL drives efficiency across operations and supports successful execution by monitoring and reporting on progress, resource usage and performance to objectives. This individual also ensures program budgets and progress are reported to staff and funders, and that the program coordinates and collaborates with key stakeholders to drive change.
Your Key Responsibilities
Budget management and financial reporting:
- Support US Program’s annual budget creation and maintain program budget by reforecasting on a monthly basis within Adaptive
- Act as a liaison between Finance and US Program to ensure each US Program workstream is funded through an appropriate mechanism
- Work with Development and the program team to ensure coordination of key materials and any needed US Program 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
- Coordination with Finance around the multiple revenue streams that will support the US Program, including allocations, direct billing to programs, writing US Program functions into grants, potentially dedicated grants
- Act as a liaison between finance and US Program 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
- Provide onboarding support for new US Program hires
- 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
- Liaise with Executive Assistants to ensure Program is running smoothly
Procurement and contracting:
- Plan, organize, and execute 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 compile results, generating actionable plans for improvement for leadership review
- Maintain the program’s SharePoint homepages
Internal (intra-institute) coordination:
- Serve as liaison between the US Program 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
- Support M&E, corporate engagement, and equity leads in developing templates, processes, and SharePoint structures
- 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
Additional responsibilities, as required
- 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
We are a remote-ready company with team members around the globe. Our beautiful and welcoming offices are available for meetings or focused work, whether you are traveling through or living nearby. Our U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado, and Basalt, Colorado.
We provide you with the essential IT equipment plus a one-time home technology payment and a monthly work from home/commuter allowance to ensure you have a comfortable home office set up and necessary supplies.
We love seeing each other in person! We occasionally gather for shared time together like retreats and learning experiences. Be ready to travel for occasional in-person meetings (and of course, we cover travel costs). Some roles may require more travel, which will be discussed during the hiring process.
Important Note: As a U.S. federal contractor, RMI must comply with requirements outlined in 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.