Job Details

Project Coordinator

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. Note: Provides support to the assigned Project Manager. May NOT be given sole responsibility for any phase of an ongoing project, no matter the complexity or dollar amount of the project or phase of a project. May NOT have primary responsibility for determining the Scope, Funding or Schedule of a project or phase of a project. Assists the PM, tracks, reports and alerts others on risks or changes needed to any of these areas. May not be identified in writing as the "Project Manager" verbally or on any correspondence, documentation or official records.

Support Project Managers (PMs) by coordinating assigned projects, from beginning to end 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:

• Coordinate activities for assigned projects that enable goals or objectives to be accomplished within the prescribed time frame and funding parameters, escalating concerns to appropriate BPA manager/personnel.
• Address and navigate politically sensitive issues in a collaborative and professional manner with BPA manager/federal personnel assistance and guidance.
• Support and facilitate the following deliverables:
• Assist in Scope Definition and management by documenting discussions in project team meetings.
• Assist in Process and System Design requirements by documenting discussions in project team meetings.
• Provide communication and project management best practice gap analysis.
• Support and facilitate the following functions:
• Written and verbal sponsor communication.
• Project team communications and coordination.
• Inter-project team communications and coordination.
• Collaborate with and provide support to the project team, working to facilitate an effective and efficient project team.
• Project Tracking & Document Management:
• Assist in the creation and monitoring of project schedules at the request of the project manager.
• Facilitate resource commitments from other groups as required.
• Monitor project milestones and schedules to keep projects on track and on budget.
• Alert BPA federal staff if there are budget concerns or if additional time is needed.
• Attend monthly financial review meetings with PM and financial analysts.
• Monitor Ready for Intended Use (RIU) dates and report to PM.
• Draft project change logs for the project manager to submit.
• Coordinate and track material per PM guidance.
• Attending update meetings for PM (e.g., 3D meeting) if requested.
• Edit project management plan per PM guidance.
• Track and follow up on action items assigned to and assigned by the BPA manager or project manager.
• Know who to contact when action items are complete, and a subsequent action can begin.
• Track and maintain documents (on workspace and otherwise) related to project.
• These documents may come from the BPA manager or PM or may come from other team members, BPA systems, or outside agencies.
• 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/status updates with/from project team and distribute to team members needing the updated information.
• Request, set-up, and maintain Project Workspaces.
• Participate in workspace innovation/development, as needed.
• Assist others outside of TEP by navigating PM workspaces.
• Coordinate lessons learned per PM guidance.
• Compile lessons learned through project lifecycle and published lessons learned at project close-out.
• Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements.
• Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know).
• Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures.
• Validate official records are accurately maintained for auditing purposes.
• Develop Gantt charts, resources loaded schedules, 6 week look ahead, and milestones schedules as required by the project team and other stakeholders.
• Assist in developing milestones and dates.
• Evaluate critical and/or multiple critical path(s) activity and their sequencing.
• Assess actual progress vs the project baseline.
• Work collaboratively with the project manager and project coordinator to assess schedule impacts of proposed schedule changes.
• Monitor project milestones and schedules.
• Monitor, maintain and update project schedules as required by the project manager.
• Report on schedule dependencies, risks and issues and impact on the project critical path
• Suggest corrective actions and/or develop recovery plans when delays are anticipated or occur.
• Provide expertise and assistance to Project Managers and Project Coordinators on best practices to integrate schedules and their dependencies.
• Leverage MS Project timelines, critical path, import/export, reporting, etc.
• Recommend best practices to the team.
• Present multiple views of the bundle level schedules in MSP and/or Project Web Application (e.g., Task, Resource, and Assignment) as well as various formats (e.g., Gantt Chart, Network Diagram, Graph, Sheet, or Form).
• Create and revise MSP project schedules, collaborating closely with the PM and other project coordinators who will provide data such as milestone dates.
• Create, revise, and document MSP templates.
• Create, revise, and document MSP tools (e.g., macros) as requested.
• Create, revise, and document reporting tools as needed for TIPF as well as other groups, such as TF, TEBW, TEBI, and TPW.
• Provide expert guidance on MSP to other members of TIPF and BPA project managers outside of TIPF.
• 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, call bridge, laptop, maps, and other meeting materials at the beginning of project meeting.
• Document discussion during project meetings.
• Distribute meeting minutes.
• Identify/document action Items, decision-makers in attendance, and decisions made during meetings.
• In the absence of the PM, assess the best action to take for meetings and confer with the BPA manager to cancel, reschedule, facilitate the meeting, or notify the appropriate individuals that a facilitator is required.
• Site Visits:
• Plan and coordinate site visits including scoping site visits and field reconnaissance visits by arranging appropriate dates, times, transportation (commercial air, BPA air, Government vehicles, etc.), lodging, and permissions (if needed), at the request of a BPA manager or PM.
• Prepare and disseminate documentation needed for site visits, track and check-in documents that need to be returned.
• Take minutes during site visits, follow-up on unanswered questions and other actions.
• Work Plan Management:
• Assist PM and/or the BPA manager in coordination/maintenance/prioritization of PM's individual work plan portfolio.
• Check the status of project work plan frequently to launch new work quickly as it is assigned.
• Check the work plan for accuracy and coordinate updates to Project Portfolio when updates are made.
• Coordinate PM reassignments when needed.
• Support BPA managers with defined scope when new projects are assigned.
• Assist PM in creation of Project Management Plan; create/submit to BPA manager for approval.
• Update and maintain Project Plans as necessary.
• Resource Coordination:
• Forecast and request appropriate project resources (people, equipment, material, etc.) to fulfill project needs; submit resource requests with other internal organizations.
• Coordinate project schedules (or other reporting information) for team members and with other groups (e.g., TEBW, TEBI, and TF).
• Develop progress reports, ad hoc reports, spreadsheets, visual aids, etc. as