Senior Project/Operations Coordinator

This is a fully remote position, open to applicants in California.

📋 Description

• Convert methodologies and technical strategies into sequenced work plans that include owners, deadlines, dependencies, and review checkpoints.

• Draft and uphold procedures, checklists, templates, file structures, version control, access permissions, and decision logs.

• Facilitate onboarding for team members regarding project tools and protocols.

• Transform contract scopes into comprehensive schedules, timelines, task plans, charters, trackers, RAID logs, and dependency maps.

• Keep project tracking updated two to three weeks in advance and highlight conflicting deadlines along with proposed solutions.

• Follow up on action items and sustain governance documentation, including RACI charts, sponsorship maps, and decision logs.

• Assess staff and resource requirements to aid in planning, budget formulation, and reforecasting.

• Manage risk and issue registers and ensure tracking of mitigation until closure.

• Monitor contract deliverables against deadlines and specifications.

• Oversee proofreading, brand compliance, accessibility checks, formatting, and other quality assurance for deliverables.

• Prepare and submit invoices for deliverables that have been completed.

• Track expenditures and effort levels against individual tasks and total not-to-exceed amounts.

• Organize logistics for client meetings, workshops, retreats, advisory body meetings, and extended working sessions.

• Handle venue setup, audiovisual requirements, catering, travel arrangements, registration, attendance, and dietary/accessibility accommodations.

• Create agendas and run-of-show documents, prepare materials for participants, and manage communications with attendees.

• Lead internal team meetings, document notes and action items, provide status updates, and oversee project calendars.

• Act as the scheduling, logistics, and status point of contact for clients.

• Coordinate dependencies with technology vendors, state IT departments, and delivery partners.

• Advise Project Directors on modifications to scope, budget, or timeline.

• Manage end-to-end delivery for medium-sized scopes and assist Senior Project Managers with larger projects.

⛳️ Requirements

• Bachelor’s degree or equivalent work experience.

• Familiarity with navigating public-sector timelines.

• Experience in coordinating or managing multi-workstream projects or contracts, particularly when the project plan changed significantly after kickoff, ideally in public sector, education, or professional services consulting.

• Experience collaborating with subject-matter experts and translating their strategies into operational plans.

• Hands-on experience managing logistics for in-person professional gatherings, workshops, retreats, or multi-day meetings.

• Proficiency in Asana, Smartsheet, or a similar project management tool such as Monday.com, MS Project, Airtable, or Jira.

• Ability to create trackers, dashboards, and templates.

• Capability to convert a contract scope of work into a detailed schedule with dependencies, owners, and milestones.

• Ability to design sustainable project structures and document processes clearly.

• Experience in budget tracking, invoicing, and monitoring costs against contract amounts.

• Quality control for deliverables, including proofreading, brand compliance, and adherence to digital accessibility standards.

• Strong spreadsheet skills in Google Workspace and Microsoft Office.

• Ability to organize information and keep documentation up to date.

• Flexibility to adapt to changing plans and proactively highlight risks.

• Exceptional attention to detail across documents, schedules, budgets, and logistics.

• CAPM, PMP, or similar project management certification is preferred.

• Experience supporting a governing board, council, commission, or other public advisory body is preferred.

• Previous work in state agencies, regional service agencies, large districts, or national TA centers is preferred.

• Must be authorized to work in the United States; visa sponsorship is not available.

• Successful candidates must pass a criminal background check and education verification.

• Requires multi-day in-person travel to Oregon several times a year.

• Geographic preference: West Coast, Pacific Northwest, or Mountain West.

🏝️ Benefits

• 15% contribution towards retirement effective from day one of employment and immediately 100% vested.

• Options for pre-tax Flexible Spending Accounts and Health Savings Accounts.

• Health and welfare benefits effective on the first day of the month following the hire date.

• PTO: 19 days, increasing to 21 days starting in the third year of employment.

• 12 paid holidays.

• Life insurance valued at three times gross salary, with a maximum of $500,000.

• Opportunities for annual merit-based performance increases.

• Annual incentives.

• Professional development opportunities.

• Mentorship program.