Program Coordinator Jobs in Olympia, WA

About the Center for Sustainable Infrastructure (CSI)

The Center for Sustainable Infrastructure is a Pacific Northwest non-profit organization dedicated to building a thriving future for northwest communities through sustainable, multi-benefit solutions to infrastructure challenges.

CSI and its partners work with PNW communities and experts in Industrial Symbiosis to implement durable, symbiotic solutions to inherently expensive and often disruptive infrastructure challenges. These sustainable solutions increase the value of taxpayer and private sector investments while reducing the impact of these large-scale projects on our environment and local communities.

Position Description

The Program Coordinator reports to CSI’s Program Manager. They perform a variety of complex duties to support CSI’s grant-funded programs. This role involves program planning and tracking, financial and budget management, reporting and administration, and grant documentation support. The Program Coordinator ensures that grant-funded programs and subcontractor deliverables, invoices, reporting materials, and program records are organized, accurate, and audit-ready.

Key Responsibilities Performs related duties as required

Program Operations

• Manages operational tasks under the direction of the Program manager
• Leads program management workflow
• Assists the Program Manager in assessing the operational needs of programs and recommends new programs or changes to existing programs based on observed needs.

Tracking & Deliverable Management

• Maintain a master tracking system for all program, grant and contract scopes, deliverables, and deadlines
• Log and monitor submission of reports, invoices, and required documentation
• Follows up on deliverables including shepherding missing or incomplete materials
• Maintain organized digital files for contracts, amendments, and compliance documentation
• Proactively flag schedule or documentation risks to the Program Manager

Budget & Invoice Documentation Support

• Maintain internal budget tracking spreadsheets aligned with approved grant categories
• Organize, reconcile, and log invoices against scopes of work and budget allocations
• Coordinate documentation with the Operations Manager for payment processing
• Track budget burn rate and prepare summary tables for review
• Maintain organized, audit-ready financial documentation

Grant Reporting & Compliance Support

• Maintain reporting calendars and compliance checklists
• Compile documentation needed for progress reports to granting agencies
• Draft reports and assemble supporting materials for review
• Ensure all required documentation is properly filed and accessible
• Support preparation for audits or grant reviews
• Draft safety plans and protocols for site and facility visits
• Track program risks and flag to the Program Manager
• Organize shared file systems and maintain document version control

Ability to:

• Foster a positive and productive work environment, establish and maintain team-oriented working relationships inside and outside of the department.
• Be attentive to detail and maintain a high degree of accuracy.
• Maintain confidentiality as required and ensure sensitive information is handled appropriately.
• Plan, organize, prioritize and coordinate work assignments. Work effectively in a multi-task environment with deadlines and constantly shifting priorities. Take appropriate initiative.
• Apply sound judgment and creative problem-solving skills to make reasoned, timely and consistent decisions. Facilitate effective problem resolution. Present ideas in a comprehensive manner.
• Listen attentively and communicate effectively, both orally and in writing, with individuals and groups in clear, concise language appropriate for the purpose and parties addressed, including preparing comprehensive reports and correspondence.
• Understand and apply appropriately regulatory requirements, terminology, policies and procedures.
• Develop ways to identify, improve and promote efficient systems and processes.
• Maintain current knowledge and adapt to new technologies, keeping technical skills up to date.

Why Work for CSI?

We’re betting that working for CSI will be the most enjoyable and fulfilling job you’ve ever had. We specialize in bringing people together to collaborate on clean, sustainable industry and infrastructure projects to benefit our communities, our local economies, and our planet together.

Working for CSI, you will help diverse Pacific Northwest leaders and innovators bridge our political, geographic, and cultural divides to learn from each other, explore breakthrough solutions, and spearhead sustainable infrastructure projects that serve as durable community assets. You’ll help them work together to build a thriving, inclusive, sustainable future of broadly shared prosperity for all our people and communities.

Qualifications

• 3–5 years of experience in program coordination, administrative operations, or grants support
• Experience managing multiple concurrent workflows
• Strong spreadsheet and documentation management skills
• Experience with invoice tracking or financial documentation
• Strong written communication skills (especially meeting summaries and reports)
• High attention to detail and organizational rigor

Salary and benefits

• Salary range: $70,000--$90,000
• Benefits: Health/Dental/Vision + 401K with 6% employer match
• PTO: 4 weeks of paid vacation + paid holidays and sick time
• Location: Olympia, Washington
• Remote work: in-person is preferred, hybrid is negotiable

Equal Opportunity

CSI is an equal opportunity employer and makes employment decisions based on merit, qualifications, and abilities. We do not discriminate against employees or applicants in any aspect of employment including recruitment, hiring, promotion, training, compensation, benefits, or termination.

How to Apply

To apply, please send your resume, 3 references, and a cover letter explaining why you are interested in the position to CSI's Operations Manager, Terry Carroll (terry@centerforsi.org) with the subject line “Program Coordinator”. Materials clearly produced by AI will not be considered.

The expected start date is August 1st–15th.

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• program coordination: 3 years (Required)

Work Location: Hybrid remote in Olympia, WA 98501