Program coordination support

Job opportunity. Program coordination support is needed! Do you want to make a difference by helping communities mitigate and adapt to climate change? Do you like working in a fast-paced and dynamic online environment? Are you someone who likes to network, connect, and facilitate the work of many different organizations? Do you like having autonomy to self-start in a supportive team environment? Then this small, efficient, mission-driven company needs your smarts and organization skills.

Job goal. Sutherland & Associates (S&A) is looking for a highly responsive and organized individual to support our work as we facilitate many programs and projects simultaneously. This person will play a supporting role in the planning, implementing, evaluating, and marketing of different bodies of work. 

S&A provides honest, non-judgmental guidance and kind, clear, organized support for entities working to be less carbon-intensive, more sustainable, and more resilient to climate change. Project schedules do not lag, commitments are exceeded, and clients know the value of eased workloads and carefully planned next steps. Excellence is a daily habit.

Job description. We are looking for a friendly, quick-learning, committed, and easily adaptable person to assist with a variety of administrative and programmatic tasks in a team setting. Responsibilities include planning, facilitating, and reporting on client programs, project activities, budgets, and impacts. The S&A team coordinates: 

• Co-workers, to set work schedules, processes, and to contribute to the creation of client materials. 
• Client teams, so that they can initiate and complete work in compliance with program guidelines.

S&A needs help ensuring good record keeping, including:

• Data collection from calls, emails, reports, and desk-top research.
• Data entry and assessment into and from databases and spreadsheets for reporting purposes. 

With flexibility and kindness, the program coordination team is responsible for: 

• Processing incoming materials from various program participants with timely due diligence.
• Updating various client Salesforce and website databases when interim and final products arrive. 
• Providing content to smooth information flow between the clients and their S&A point of contact.
• Contributing to the development of materials, so the desired outcomes of each project are achieved.
• Participating in iterative client meeting design and associated material packet development.
• Attending meetings for record keeping purposes and building appropriate next steps from them. 
• Continuous collecting/storing of data, to be able to pull reports and answer time-sensitive questions.

They are known for reliable consistency in preforming these primary activities: 

• Tracking the progress of contracts, to ensure commitments are met within reasonable timeframes.
• Executing day-to-day program activities that are aligned with company and client objectives.
• Preparing for decision-making processes, ensuring that they run smoothly, with prompt follow-up.
• Overseeing individual projects and budgets, to ensure successful and documented completion.
• Building progress reports for internal and external audiences, to show outcomes and impact.
• Providing support in scope / proposal drafting, assisting with time tracking data to inform budgets.

Responsibilities include equal parts pro-action and reaction, requiring skilled time management to:

Plan and coordinate across programs and their activities, maintaining good records that enable:

• Timely implementation of the policies and practices of specific programs.
• Execution of effective meetings, building scheduling polls, reminders, agendas, talking points, notes, and next step tasks.
• Individual project tracking, monitoring expenditures, deliverables, and time spent.
• All members of the team to stay current on relevant project / program information.
• Quick reporting on program financials and the status of various activities.

Do desktop research and synthesize key findings into clear and actionable recommendations via:

• Iterative deliverables in Word, PowerPoint, PDF, and/or Excel formats.
• The creation of research tools and databases for client / organizational use.
• The creation of proposals, reports, articles, and presentations as needed.

Build, preserve, and deepen positive relations internally and externally by:

• Coordinating and leading interactions with clients / vendors, as requested.
• Enabling others to act, building their capacities, and promoting their development.
• Respecting others by treating them how they would like to be treated.

Skill sets needed to be successful:

The ability to work independently while communicating effectively in a remote setting:

• Excellent, concise writing and communication skills, deployed after active listening. 
• Highly organized, with ability to manage multiple deadlines and systems simultaneously. 
• Willing to proactively share information using relationships, technology, and other tools.

Use of adaptive management techniques that consider many perspectives in dynamic conditions:

• The ability to work well with many diverse personalities, using servant leadership skills.
• The ability to perceive and facilitate complex and / or sensitive situations.

The ability to think critically and apply creative ideas to existing strategies and processes:

• The ability to notice and address details, correcting mistakes and improving practices.
• Confidence in research and analysis as large data sets are created, managed, and analyzed.

Skilled use of computer technology to save time and create/broadcast attractive products, including:

• Customer relationship management databases, for data collection / extraction.
• Cloud based storage systems like Dropbox Pro and Google Drive, for shared workflows.
• Microsoft products (Word, Excel, and PowerPoint) for outputs and data assessment. 
• Graphic design platforms like Adobe, Canva and/or Lucid Chart for attractive outputs.
• Online survey platforms, scheduling polls, and time trackers to gather needed information.
• Social media savvy and the ability to modify websites, so that content can be added. 

Experience and requirements:

• At least 3-5 years of professional experience, in person and remote.
• Experience working in project management, program coordination, and/or logistics planning.
• General familiarity with environmental and climate issues and experience working across sectors.
• High speed internet, an office with a door, and basic office equipment (including a computer with the Microsoft suite and Dropbox Pro subscriptions uploaded.)

Term and hours 

• This is a temporary position, with a performance-based possibility of longer-term employment.
• The initial contract term is from February 2022 to December 2022 and the rate is $30-$40/hr. based on level of experience.
• Expected hours are 20 per week. Open to more than that as need and availability align.

Please upload your resume/CV with recent writing sample via Idealist. Not all candidates will be contacted.