Sr Administrative Program Specialist -part time

Description

• Ensure accurate project status, auditable records and documentation, and that projects are proceeding as planned.
• Assist with team strategy planning.
• Perform administrative quality checks of reports, presentations, memos, collateral, and other program-specific documents. Ensure all program requirements plus formatting/branding guidelines are met.
• Record and publish meeting minutes upon request.
• Support the coordination and planning of meetings, events, webinars, conference calls, etc.
• Use program-specific software programs, such as SharePoint, Ajera, and Gazebo to support team tracking and reporting needs.
• Provide overall general administrative support to the program team.
• Manage monthly invoice process for team, which could include invoicing to utilities/programs for reimbursement, managing program bank accounts, budget reconciliation, and issuing checks to customers. Identify and resolve any problems associated with data integrity of invoicing or billing.
• Process program-specific paperwork, such as incentive applications.
• Prepare routine reports for both internal and external customers. This may involve running reports from program-specific software, analyzing data for accuracy and completeness, reconciling inconsistencies, reaching out to others for highlights/updates, and inserting exported information into report templates.
• Manage program-related data entry and file management needs into programs such as Gazebo and SharePoint.
• Effectively communicate with program participants in a variety of roles to collect necessary project information.
• Confirm accuracy of information, reaching out to customers, vendors, and program staff as needed.
• Use program-specific tools, such as calculators and forms, and help both internal and external customers use and troubleshoot the use of program-specific tools.
• Support program-related training efforts to both internal and external customers. This could include developing PowerPoint presentations, tracking attendance, running web meetings, and supporting development and routing of workshop materials.

Requirements

• Sr Level II: Four years or more of work experience in a technically focused, customer service role
• Level II: Two years or more of work experience in a technically focused, customer service role
• Associate or bachelor’s degree, or equivalent combination of education and related work experience
• Experience in the energy industry preferred
• Previous experience with continuous improvement programs desirable
• Education in business administration, project management or similar areas of study
• Previous experience managing multiple customers and programs across multiple locations

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance