Program Operations Lead – Carbon Free Mobility
Are you a program management professional who takes initiative, is flexible, and enjoys working in a results-driven, team environment? Are you able to exercise good judgment in a variety of situations, with strong written and verbal communication, administration, and organizational skills? Do you have experience streamlining systems and processes for programs and people? If yes, then join our team!
Individuals of underrepresented groups are strongly encouraged to apply!
This role is situated within RMI’s Carbon Free Mobility (CFM) team. Transportation is the single largest contributor to greenhouse gas emissions in the United States and 24% of global emissions. To achieve emissions reductions in line with Paris Climate Accord goals, transformative change is required in the mobility sector over the next 10 years. To do this, we focus on vehicle electrification, charging infrastructure, grid integration, and more energy and space efficient modes of transportation. We work with vehicle manufacturers, fleet operators, utilities, regulators, infrastructure providers, governments and others to improve the economics, availability, and desirability of clean mobility. We seek out innovative early adopters who are willing to experiment with and ultimately implement transformative solutions.
This position reports to the Managing Director of the CFM Program and the Senior Manager of Program Operations in Program Services, and will work closely with other senior staff in the execution of CFM Program workstreams. The Program Operations Lead will help create a high-performance working environment and maximize our programmatic impact, where both the POL and colleagues can realize professional growth and success.
RMI is seeking a Program Operations Lead (POL) with exceptional organizational and project management skills to operationally oversee CFM and facilitate successful grant and financial management. In this role, you are expected to hold the operational pulse on CFM’s activities, serving as an advisor and partner to program leadership and project managers in the management of program operations. This position plays a key role in everything from supporting CFM event logistics, team meetings, ensuring grants are effectively managed and reported on, grantor requirements are met, and ensuring all sub recipients are aligned with grant terms and requirements. This position also ensures all project partners are appropriately resourced from the program budget, that progress and funding usage is appropriately tracked and reported to internal staff and funders, and that the program effectively coordinates and collaborates with stakeholders to drive the essential change required to rapidly scale electric mobility. Finally, you will work closely with RMI’s central operations team and the broader Program Operations cohort across the Institute to drive efficiencies and support successful execution by designing and implementing systems to monitor and report on program activities, outcomes and resource usage.
Your Key Responsibilities
Budget management, financial reporting, and grant management:
- Support CFM annual budget creation and maintain program budget by reforecasting on a monthly and quarterly basis within Adaptive.
- Maintain a consistent, in-depth understanding of program finances and develop monthly financial summaries for leadership.
- Act as a liaison between Development and the program team to accurately track funding opportunities and ensure any needed CFM Program information is accurately represented in proposals, and to ensure coordination of key materials and all funding opportunities are up to date in Salesforce
- Act as a liaison between Finance and the program to ensure correct rates are being used for budgets in funding proposals and contracts
- Facilitate and manage the monitoring and reporting against all requirements in the group’s grant agreements.
- Manage budget tracking and reporting in partnership with compliance manager, development officer, and program leadership.
- Maintain a high-level view of the funding Pipeline and give feedback to leadership on future funding gaps.
- Coordination with Accounting around invoicing for multiple revenue streams.
- Facilitate and manage the monitoring and reporting against all requirements in the program’s grant and contract agreements
- Provide grant management, tracking, and reporting in partnership with the compliance manager, development officer, and program leadership
- Support program team with full-cycle recruitment, including working with leadership to update and deliver on hiring targets and staff utilization.
- Provide onboarding support for new hires.
- Ensure that team members are participating in relevant trainings and utilizing their learning and development budgets.
- Serve as point person for the program team on travel safety procedures and guidelines.
Procurement and contracting:
- Manage invoices, contracts, relationships with current and future program contractors.
- Submit vendor bills correctly and in a timely manner.
- Facilitate and manage procurement processes for the program with the support from RMI’s compliance manager.
- Ensure all team members are properly planned in project management software.
- Maintain project structures (including budget and project-specific data) and create new projects when needed in project management software.
- Review and approve timesheets and expense reports for the program.
- Track RMI-standard KPIs and compile results, generating actionable plans for improvement for leadership review.
- Maintain the program’s SharePoint homepages and file structure.
Internal (intra-institute) coordination:
- Serve as liaison between CFM and RMI’s operations departments, with a focus on efficiency and effectiveness.
- Support operations in implementation of process improvements and RMI standards for program success.
- Support Metrics & Evaluation, corporate engagement, and equity leads in developing templates, processes, and SharePoint structures.
- Work with leaders to ensure consistent processes and tools are utilized across the program
- Facilitate internal coordination with other programs and operations on shared resources, providing frequent updates to leadership
- Drive intra-institute coordination efforts in partnership with the Monitoring, Learning, and Evaluation Manager and the Program MD, proactively making recommendations on best practices and procedures
Other/ miscellaneous: Additional responsibilities, as required
- 5 years of progressively responsible administrative, finance, operations, project management or related experience
- Bachelor's degree from an accredited college or university, or an equivalent combination of education and experience
- Proven organization skills and flexibility when it comes to balancing priorities
- Strong team and interpersonal skills and the ability to work independently
- Proficient budgeting, finance, and project management skills
- Ability to effectively multitask
- Strong verbal and written communications skills
- Experience working with complex budgets and funders
- Ability to manage stakeholder relationships
- Demonstrable problem-solving skills
- Good judgment and strong decision-making ability
- Attention to detail and exceptional accuracy
- Grant and proposal writing and management
We are a remote-ready company with team members around the globe. Our beautiful and welcoming offices are available for meetings or focused work, whether you are traveling through or living nearby. Our U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado, and Basalt, Colorado.
We provide you with the essential IT equipment plus a one-time home technology payment and a monthly work from home/commuter allowance to ensure you have a comfortable home office set up and necessary supplies.
We love seeing each other in person! We occasionally gather for shared time together like retreats and learning experiences. Be ready to travel for occasional in-person meetings (and of course, we cover travel costs). Some roles may require more travel, which will be discussed during the hiring process.
Important Note: As a U.S. federal contractor, RMI must comply with requirements outlined in Executive Order Ensuring Adequate COVID Safety Protocols for Federal Contractors. This Executive Order requires that all federal contractors and subcontractors mandate and verify that all U.S. based employees are fully vaccinated against COVID-19. If you are based in the U.S., you will be required to provide proof of full vaccination status as a condition of employment. You may request an accommodation for medical or religious reasons. If you are based outside of the U.S., this requirement does not apply.
RMI compensates based on the level and requirements of the role. Salary within our ranges may also be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. Typically, new Program Operations Leads based in the U.S. join at the minimum to mid-salary range of $67,000 - $82,000. You would also have an additional 5% bonus target!
We offer a comprehensive benefits package adjusted to regional norms, including (for U.S. employment):
Medical, dental, vision insurance
403b retirement options (up to 5% match immediately)
Life, AD&D, short-term and long-term disability
Professional and personal development (including LinkedIn Learning access)
Generous paid time off
Work from home and commuter allowance
Increasing the diversity of thought, perspectives, ideas and opinions within RMI is a critical change element supporting our long-term sustainability and mission to build a clean, prosperous, and secure energy future.
We strive for a level of diversity that reflects the communities we serve. Achieving this—regardless of ability, race, ethnicity, ancestry, age, gender, sexual orientation, religion, veteran status, socioeconomic class, educational attainment or other social identities—is critical to the success of each RMIer and collectively as an organization. This ensures that we:
Have the different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.
Strive for a culture of inclusion and belonging by treating others with dignity, respect and appreciation enabling them to feel welcomed, supported and valued.
Effectively connect, communicate and build long-lasting relationships with decision makers, stakeholders and constituents within diverse communities.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
RMI is an independent nonprofit founded in 1982 that transforms global energy systems through market-driven solutions to align with a 1.5°C future and secure a clean, prosperous, zero-carbon future for all. We work in the world’s most critical geographies and engage businesses, policymakers, communities, and NGOs to identify and scale energy system interventions that will cut greenhouse gas emissions at least 50 percent by 2030. RMI has offices in Basalt and Boulder, Colorado; New York City; Oakland, California; Washington, D.C.; and Beijing.