Project Coordinator

Position: Project Coordinator 1
ASSIGNMENT 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.

Support projects assigned by BPA project manager, from beginning to end, by providing assistance on the 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:

Coordinating activities for BPA manager-assigned projects that enable goals or objectives to be accomplished within the prescribed time frame and funding parameters, escalating concerns to appropriate BPA manager, PM, or other personnel;

With manager, PM, or other federal personnel assistance and guidance, addressing and navigating politically sensitive issues in a collaborative and professional manner.

Support and facilitate the following functions:

Written and verbal sponsor or stakeholder communication.

Project team communications and coordination.

Inter-project team communications and coordination.

Project Tracking & Document Management:

Under the direction of the PM, monitor and track resource commitments from other groups as requested by the PM, using the organizations resource tools.

Monitor project milestones and schedules. Monitor, maintain and update project schedules as required by the project manager.

Per designated funding type and work order type (i.e. contractual customer agreement dates), alert BPA federal staff if additional time is needed.

Attend monthly financial review meetings with the PM and financial analysts.

Understand and monitor the Ready for Intended Use (RIU) dates and report to the PM.

Monitor project schedules with the use of various or applicable reporting tools.

Draft project change logs for the project manager to review and submit.

Coordinate and track project equipment materials, per PM guidance.

Attend project update meetings for the PM as requested.

Track and follow up on action items assigned to and by the BPA manager or PM. Know who to contact when action items are complete and a subsequent action can begin.

Upon identification of project risks, monitor and assist with risk management activities with assigned project team members. Alert BPA staff to concerns regarding risks and mitigation requirements.

Track and maintain project documents (on workspace and otherwise) related to project(s). These documents may come from the BPA manager, PM, other team members, or from outside agencies or systems. 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 and status updates with/from project team and distribute to team members needing the updated information.

Request, set-up, and maintain Project Work spaces. Participate in workspace innovation, improvement, and development, as needed. Assist others outside of TPC with navigating PM work spaces.

Coordinate lessons learned activities per PM guidance.

Compile lessons learned through project lifecycle and publish lessons learned at project close-out.

Monitor and track CSE projects as they are submitted for funding approval.

Monitor, track and update CSE project tracking tools as requested by BPA manager or PM.

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, laptop, projector, maps, and other meeting materials at the beginning of project meeting.

Document discussion during project meetings. Identify and document action Items and decisions made during meetings. Distribute meeting minutes.

Attend project…