Project Administrator

Company Name
MassCEC
Location (City)
Boston, MA
Job Type
Full Time
Contact Info hr@masscec.com

The Project Administrator supports an variety of programs and activities within the Innovation & Industry Support (IIS) Division, primarily administering Requests For Proposals (RFP) and supporting the selection process, award management and contracting assistance, invoice processing and organizing events.  In addition, the Project Administrator will support the Clean Energy Innovation Ecosystem Project Manager, as needed, in program development and execution.

The IIS division is responsible for a range of programs and projects that support the growth of the clean energy industry in Massachusetts.  Specifically, IIS programs support clean energy and water research (including producing reports), technology development and commercialization, industry infrastructure including workforce training initiatives, testing and certification centers, and incubators, and emerging markets. 

The Innovation and Industry Support Project Administrator will support a variety of programs within the Emerging Markets, Technology Development, and Clean Energy Innovation Ecosystem subdivisions, providing contracting assistance, award management, invoice processing, deliverables and metrics collection, including:

  • MassCEC’s IncubateMass Program;
  • MassCEC’s Clean Energy Innovation Ecosystem initiatives including Mass Challenge; Clean Tech Open Northeast (CTONE); the Northeast Clean Energy Council; and the Fraunhofer Center for Sustainable Energy, Inc;
  • MassCEC’s Water Technology programs;
  • MassCEC’s Emerging Markets work, including energy storage and clean transportation;
  • MassCEC’s Technology Development programs including AmplifyMass and DeployMass; and
  • MassCEC’s energy resilience programs and initiatives including Community Microgrids
Job Duties/Responsibilities: 

The Project Administrator works closely with Innovation and Industry Support (IIS) Division and MassCEC Finance staff to ensure that internal controls and procedures for accurate contract management are followed.  The successful Project Administrator identifies issues as or before they arise, and resolves them promptly by working collaboratively with the IIS Division staff, grantee/consultant, and other parts of the organization as needed including Finance, Legal and senior management. Specific duties include:

  • Support creation and administration of RFPs for various programs in the Division, assist in the selection process and award process;
  • Support contracting with awardees as per contract templates administered by the Legal team;
  • Accurate and timely processing of applications, deliverables and invoices and administration of grantees’ and outside consultants’ compliance with the terms of their contracts with MassCEC;
  • Review proposal applications for compliance with program requirements and prepare approvals for Program Manager and Division Directors;
  • Operate and maintain the customer relationship management system (CRM), assisting Division staff to monitor contracts and awards, ensure project/contract integrity, and track results;
  • Monitor progress and status of project schedules by Division Directors and Project Manager;
  • Track the submission of project completion documents by grantees, alerting appropriate Division staff to potential problems and directly interacting with grantees, where appropriate, to ensure prompt resolution;
  • Receive, track and process grantee invoices and deliverables, alerting Division staff to potential problems and work directly with the grantees and Finance, where appropriate, to ensure prompt resolution;
  • Collect organizational and program specific metrics in the course of processing deliverables and invoices;
  • Organize and maintain electronic and manual project files and documents to ensure compliance with documentation requirements;
  • Run reports for Division staff and senior management to track project status, results and internal operating efficiency;
  • Attend and participate in approval meetings, Division staff meetings and other meetings as required;
  • Serve as a resource to Division staff to resolve scheduling, project monitoring and other issues;
  • Proactively identify and suggest changes to existing policies and procedures to streamline internal processes and increase operating efficiency;
  • Perform administrative duties such as copying, filing, scheduling and document distribution when required; and
  • Perform additional tasks as assigned from time to time by the Division Directors and Project Manager.
Qualifications: 

Education:

  • Bachelor's degree

Experience:

  • Two years of experience in project administration and/or analytical business operation support is preferred;
  • Experience in the public sector, renewable energy industry or grant administration process a plus; and
  • At least one year of experience using Microsoft Excel, Word and Outlook in a work setting.

Knowledge, Skills, and Abilities:

  • Rigorous attention to detail;
  • Well-developed and proficient organizational skills;
  • Excellent quantitative, research and analytical skills;
  • Excellent interpersonal, diplomatic, and verbal/written communication skills;
  • Excellent problem-resolution skills;
  • Demonstrated ability to get up-to-speed quickly, work independently and manage multiple priorities effectively;
  • Demonstrated ability to work collaboratively in teams and with internal and external stakeholders;
  • Working knowledge of basic accounting and payment processing (budgets, invoices, etc.) preferred; and
  • Ability to read and absorb complex contracts, polices, rules, etc. and extract the information needed to ensure compliance with each
How to Apply: 

Qualified candidates are encouraged to submit a resume and cover letter through our Online Career Center.

Applicants with diverse backgrounds, experiences, ability and perspectives are encouraged to apply.

About the Company: 

The Massachusetts Clean Energy Center (MassCEC), as a quasi-public entity, plays a critical role in fostering the success of our state’s clean energy sector.  MassCEC actively supports the Baker-Polito Administration’s commitment to addressing Massachusetts’ energy challenges, maintaining national leadership in clean energy, and meeting the requirements of the Global Warming Solutions Act.

MassCEC undertakes targeted programmatic initiatives to accelerate cost reductions in clean energy, help consumers diversify their energy choices and address evolving energy needs, leverage public and private funds to drive investment into this rapidly-growing sector, and scale-up renewable energy deployment across the state.

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