Program Coordinator

Roles & Responsibilities

Position Summary/Purpose

The Program Coordinator is part of the Flexible Load Program Implementation Team and is responsible for providing direct program support for both daytoday operations as well as assisting with special projects. This position works directly with product and program managers along with the Operations Lead to ensure successful program implementation in addition to supporting continuous process improvements. Daytoday operational support includes program coordination data tracking budget tracking and reporting work to meet program milestones and ensuring smooth operations.
Key Responsibilities
Project Consulting and Planning:
o Working with the project leadership team to ensure strategic alignment cost effectiveness and mitigation of negative operational and customer service impacts of business initiatives and projects; works with project sponsor to develop objectives and scope; assists in or develops business case/justification.
o Coordinating the daytoday activities of multiple projects including preparing and maintaining project plans project schedules tracking key metrics managing budgets and expenditures and setting up of project records systems. This includes customer direct communication both oral and written.
o Providing administrative support as needed.
Team Coordination: Provides proactive project support by scheduling meetings developing agendas distributing meeting materials capturing minutes tracking assignments and requesting updates for assigned projects and steering committees.
Project Controls: Maintains monitors and updates the project plan; tracks and updates budget; alerts Program Managers to significant variances and potential scope increases; maintains and tracks all projectrelated action items and issues including customer inquiries and responses.
Stakeholder Engagement: Organizing and facilitating internal and external stakeholder meetings where appropriate and distributing minutes to all attendees. Documenting and following up on important actions and decisions from meetings. Assisting with the development of any necessary communication or presentation materials.
Process Improvement: Assists program teams in facilitating business process improvement (BPI) activities; assists managers and subject matter experts to identify improve and revise processes practices and policies; assists managers in measuring pre and postimprovement performance to monitor success of improvement initiatives. May also analyze best practices diagraming and capturing process flows performing gap analyses and identifying improvement opportunities; research and document user requirements for business systems; facilitates BPI sessions on behalf of program managers as requested.
Project Reporting and Documentation: Prepares program/project level communications such as progress reports proposals and presentations. Establishes and maintains repository for project documents; ensures all project documents are catalogued and archived in a secure and efficient manner; files all lessons learned along with project artifacts. Part of this project reporting and documentation
Internal Collaboration: Partners with product specialists and program managers to improve overall organizational competencies in project management; collaborates with team and peer group to continually improve.