Project Administrator – Clean Heating & Cooling Programs

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The Project Administrator (PA) at the Massachusetts Clean Energy Center (MassCEC) will provide support to MassCEC’s Clean Heating & Cooling (CH&C) programs, which work to foster the transformation of the heating and cooling sector from traditional fossil fuels to clean energy alternatives. The CH&C programs provide grants, rebates, and technical assistance to help Massachusetts homeowners and businesses install clean heating and cooling projects. The programs support the deployment of ground-source and air-source heat pumps, solar hot water systems, biomass heating systems, and high-efficiency woodstoves. The role may also support other initiatives, including the community-based HeatSmart Program, public awareness campaign, and public benefit studies. 

This is an excellent opportunity for a well-organized and results-driven candidate seeking to break into the clean energy sector. The PA will serve as the primary point of contact between MassCEC and the clean heating industry as we drive this emerging sector forward in Massachusetts. The role is focused on supporting these programs by processing grant applications and invoices, monitoring grantee projects, and providing superior customer service. The position will also coordinate program updates, develop and streamline program processes, and serve as primary point of contact to external stakeholders (installers, public agencies, etc.).  The PA will work closely with Project Managers, the Program Director, and other staff to ensure that procedures are followed properly.  


Job Duties/Responsibilities: 

The successful Project Administrator will develop expertise in CH&C technologies, identify issues as or before they arise, and resolve them promptly by working collaboratively with the Project Manager, grantee/consultant, and other team members at MassCEC as needed. Responsibilities will include:

  • Reviewing rebate and grant applications for completeness and conformance with program requirements;
  • Working closely with and providing customer service to grantees, CH&C contractors, and the public via phone and email;
  • Drafting new grant agreements by customizing contract templates;
  • Developing and updating databases to track project documents, alerting Project Managers to potential project issues, and directly interacting with grantees, where appropriate, to ensure prompt resolution;
  • Receiving, tracking, and processing grantee rebate payments and invoices of varying complexity, including reviewing for conformance with contract, ensuring appropriate documentation of expenses, checking calculations, and resolving problems;
  • Proficiently utilizing customized software systems to monitor grant and rebate applications, approval processes, deliverables, and invoices to ensure project/contract integrity, track results, and create reports;
  • Providing input on program design, relaying stakeholder feedback, and recommending changes to program procedures to streamline internal processes and increase operating efficiency;
  • Assisting in coordination and management of consultant projects, non-rebate initiatives (such as HeatSmart of the public awareness campaign), and internal planning/reporting efforts.
  • Provide additional support as assigned by Project Managers, Program Directors, and senior management team, such as attending internal and external meetings, updating web pages, performing duties such as filing, scheduling, and document distribution (when required), and serving as a resource to program management staff.

Education and Experience:

  • Bachelor's degree, preferably in environmental science, public policy, business management, or related field;
  • Experience in project administration and/or analytical business operation support;
  • Experience using Microsoft Excel, Word and Outlook in a work setting; PowerPoint , Microsoft Dynamics CRM, and database systems experience a plus; and
  • Experience in the public sector, renewable energy industry, or grant administration a plus.

Knowledge, Skills and Abilities:

  • Exceptional organizational skills;
  • Rigorous attention to detail;
  • Excellent verbal and written communication skills, particularly in the context of high-volume assignments and customer service;
  • Collaborative work ethic, positive attitude, and high level of motivation;
  • Excellent problem-resolution skills;
  • Demonstrated ability to get up to speed quickly, work independently and manage multiple priorities effectively and efficiently;
  • Demonstrated ability to work collaboratively in teams and with internal and external parties;
  • Ability to read and interpret complex contracts, polices, rules, etc. and extract the information needed to ensure compliance with each;
  • Experience with or ability to learn complex database tracking systems;
  • Strong quantitative, analytical, and research skills; and
  • Interest in renewable energy or environmental science and ability to learn the features of the technologies, underlying market conditions, and overarching policies relevant to these programs.
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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