Program Assistant Jobs in Minnesota

Location

Hybrid – 1-2 days/ onsite Minneapolis office. Candidates local to the Twin Cities encouraged to apply.

Join Our Dynamic Market Transformation Team

We are looking for an Assistant Program Manager to join our growing Market Transformation department. Reporting to Operations Manager, this role will lead two core functions: vendor procurement and department annual work planning and budgeting. The Market Transformation team accelerates the development and adoption of emerging energy efficiency and decarbonization technologies across Minnesota.

Who We Are

Center for Energy and Environment (CEE) is a clean energy nonprofit with offices in Minneapolis and Roseville, MN. We provide practical energy solutions for homes, businesses, and communities to reduce energy waste and emissions. CEE is recognized as one of Minnesota's top 200 workplaces by the Star Tribune and is known for open communication, respect for diverse perspectives, and work-life balance.

What We Offer

• Insurance Coverage Options: To ensure you and your family are well protected, we have got you covered with Medical Insurance, Dental Insurance, Health Saving Account, and Flexible Spending Accounts. Please see our 2026 Benefit Summary (https://www.mncee.org/sites/default/files/2025-11/2026%20Benefits%20Summary.pdf).

• Impact: We want to make the world a better and more energy-efficient place. Our work and the decisions we make are rooted in this foundational desire.

• Future Planning: To help you secure your financial future, benefit from our retirement saving program. Reach your goal sooner with our immediate vesting and company contribution.

• Work/Life Balance: We recognize the importance of maintaining a healthy work-life balance and are dedicated to supporting our team members in various aspects of their lives. Our benefits include generous Paid Time Off (PTO), paid parental leave, and salary continuation for major medical events, ensuring that you have the support you need during significant life moments and personal challenges.

• Holidays: Our company provides nine paid holidays each year, offering you ample time to observe important occasions and enjoy personal time.

• Growth: We want everyone to grow and learn within their roles. We offer professional development opportunities and education assistance.

• Championing DEI: Our committed DEI Committee promotes a diverse and inclusive work environment by establishing clear goals and assessing progress throughout the organization.

What You’ll Do

Procurement Process Support

• Maintain an in-depth understanding of CEE’s procurement policies and goals and maintain a productive and collaborative working relationship with the legal team. Extend knowledge and process support to the MT staff who engage in vendor procurement.

• Support MT teams in developing RFPs and RFQs for projects and initiatives, determining when to pursue an RFQ or RFP based on policy drivers and program needs.

• Manage the ongoing entry of vendors to RFQ lists on a predetermined cadence.

• Support vendor solicitation, outreach, and communication throughout the RFP and bidding processes to secure high-quality services and advance CEE’s diversity, equity, and inclusion goals.

• Partner with Legal, Accounting, and Operations to ensure procurement processes, selection criteria, and process documentation meet organizational and state compliance requirements.

• Track procurement timelines, coordinate decision points, and independently make vendor selection and contracting recommendations within organizational guidelines.

• Maintain complete, current, and auditable procurement and vendor-selection documentation throughout each process.

Contract Management & Vendor Compliance

• Ensure contracts are set up correctly and meet compliance requirements before execution.

• Maintain clear, accurate, and organized procurement and contract files in accordance with organizational document-retention requirements.

• Manage vendor invoice approvals, maintain supporting payment documentation, and monitor vendor compliance, flagging issues for resolution.

Budget Management, Analysis & Reporting

• Support development of the annual MT's budget and workplan in partnership with Operations Manager.

• Monitor and reconcile department and initiative spending against approved budgets, identifying variances, trends, risks, and opportunities.

• Prepare labor and non-labor budget analysis and reporting for initiative managers, leadership meetings, and ad hoc requests.

• Develop tools and processes that help managers understand contract, initiative, and department spending and manage budgets effectively.

• Partner with Accounting on project coding, budget allocations, monthly reconciliation, invoicing, and billing.

• Provide related administrative and project management support as needed.

Department Process Improvement & Communication

• Identify and implement department-wide process improvements that increase clarity, consistency, and efficiency.
• Identify opportunities to leverage AI and emerging technologies to streamline workflows, improve efficiency, and enhance accuracy across department operations, while ensuring appropriate human oversight and compliance with organizational policies.

• Develop and maintain clear processes, tools, and documentation that help staff understand responsibilities and complete work effectively.

• Partner with staff and managers to identify operational needs, communicate process updates, and support implementation of new or improved processes.

Onboarding & Staff Development Support

• Share responsibility with the Program Coordinator for new staff onboarding, including materials and process training related to procurement, contracting, and operations.
• Support department staff development activities and training sessions related to procurement and contracting practices.

Other duties as assigned or apparent

Skills & Knowledge Requirements

• Knowledge of procurement practices, including RFP/RFQ development and contract lifecycle management.

• Proficiency with Microsoft 365, particularly Excel for budget and spend analysis, including identifying trends and variances, and using tools for document management and tracking.



• Familiarity with or willingness to learn AI tools to improve efficiency, support analysis, and streamline workflows, with an understanding of responsible use, including human oversight, data confidentiality, accuracy, and bias awareness.

• Familiarity with state-funded contract compliance requirements, or ability to learn quickly.

• Familiarity with nonprofit or energy sector work is helpful but not required.

• Comfort learning and managing procurement and contract tracking systems.)

• Strong attention to detail in reviewing contracts and compliance documentation.

• Ability to independently manage multiple processes, exercise sound judgment in vendor and contracting decisions, solve problems, and take ownership of outcomes.

• Excellent time management and prioritization skills.

• Clear written and verbal communication skills, including with external vendors.

• Ability to work effectively across departments, including Legal, Operations, and Accounting.

• Professionalism and discretion when handling vendor and contract information.

Preferred Qualifications

• Degree in a related field, or equivalent experience.

• 3-5 years of experience in operations, procurement, budgeting, or financial administration; candidates with a background spanning both vendor/contract management and budget or financial analysis are strongly encouraged to apply.

• Experience with RFP/RFQ processes, vendor contract management, budget development, financial tracking, or spend analysis

Compensation

Dependent on qualifications and experience, we expect the pay range upon hire for this position will be $31.50 - $ 34.00 /Hr.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.