Senior Program Coordinator

About the role

The Senior Program Coordinator supports day-to-day program activities such as scheduling and preparing for team meetings, tracking deliverables in Asana, organizing team SharePoint sites, coordinating workstreams, and communicating across cross-functional teams. This position champions NEEA tools—Asana, MS Office Suite (including remote/hybrid Teams webinar setup), Mural, Salesforce, SharePoint, and other internal systems—and processes within their teams. Using strong project management skills, the Senior Program Coordinator leads coordination and expedites project/program activities, including owning and managing workstreams under the direction of Program Managers and team leads. A people-first mindset and a positive attitude are critical for success.

This position is based in the Portland, OR metro area with a hybrid work location. Candidates must be able to work at least 2 days per week onsite at NEEA’s office. Finalists must have eligibility to work in the U.S., as NEEA is unable to provide visa sponsorship or support remote work outside the U.S.

Responsibilities

• Lead coordination and expedite program activities, workstreams, and schedules to meet team goals and program timelines.
• Adhere to best meeting practices, including coordinating meeting logistics, developing materials (scheduling, agendas, pre-reads, Mural boards, presentations), and capturing notes/action items as needed.
• Develop, edit, and proofread program materials (presentations, talking points, reports, dashboards, meeting notes, statements of work) for internal and external audiences.
• Develop Program Work Plans annually (in Asana) through a collaborative process with Program Manager(s) to identify key activities, deliverables, and deadlines. Ensure plans are routinely updated in conjunction with cross-functional team members and team leads.
• Proactively communicate with team members to alleviate scheduling issues and bottlenecks. Identify interdependencies that may slow down critical path activities and work with program teams to resolve issues. Escalate issues to manager/program manager(s) as needed.
• Provide project management support, such as creating detailed workback schedules for the program stage gate process or in support of Request for Proposal (RFP) and Request for Qualifications (RFQ) in conjunction with Program Manager(s)/team leads.
• Organize documents, assist with planning team meetings, sequence team reviews of key deliverables, and proactively communicate due dates to ensure timelines stay on track.
• Advocate for and model best practices; champion NEEA tools and processes.
• Serve as a SharePoint site owner for assigned program and product groups, providing support and recommendations for continuous improvements.
• Exercise discretion in managing correspondence and confidential information.
• Serve as point-of-contact for Salesforce entries when needed and reinforce best practices for its usage. Create dashboards and reporting in Salesforce as required.
• Work with external market partners and stakeholders to coordinate, prepare for, and organize meetings and activities, including holding team members accountable for deliverables.

Program Management Support

• Support financial updates (including accruals, approving invoices, and tracking budget and forecasting) by applying critical thinking and coordinating inputs from cross-functional team members in conjunction with Program Managers and/or project leads.
• Assist with program reporting, creating dashboards, gathering information, and preparing drafts for internal/external audiences for Program Manager review.
• Expedite or manage contracts, including scopes of work and budgets for identified projects in collaboration with subject matter experts/team leads.
• Serve as the primary point of contact for discreet workstreams in conjunction with Program Manager.
• Handle ad hoc projects as needed.

Supervisory Responsibilities

This position has no direct supervisory responsibilities but may manage outside contracts with limited scope and budget in support of program activities on behalf of and in conjunction with Program Managers/team leads.

Pay

Salary range: $70,000 - $80,000, exempt. Salary is based on the applicant’s experience, knowledge, skills, and abilities.

Schedule

Hybrid work location requiring at least 2 days per week onsite at NEEA’s Portland, OR office.