Project Coordinator Intern - Ho-Chunk, Inc.

Project Coordinator 

Summary

As a Project Coordinator you will significantly contribute to small contract workflows, including scheduling, follow-ups, and productivity monitoring. In this role, you'll dive into the contract lifecycle, leveraging established processes to ensure project success, while closely collaborating with the Program Manager to coordinate across Human Resources, Payroll, and Shared Services, ensuring a cohesive contract management strategy. Additionally, you'll be involved in reviewing contracts, preparing responses for Requests for Proposals (RFP) and Sources Sought inquiries, and offering insights into program initiatives. Acknowledging potential challenges, particularly in new areas, we are committed to providing comprehensive training and support. This position is designed to facilitate professional growth, aiming for a deep understanding of contract management in a supportive, educational environment, making it an ideal setting for those eager to advance their career while making impactful contributions to our projects.

Note: To be considered for this position, applicants must attach a copy of their unofficial transcripts along with their application. This is a required document and applications submitted without it will have a delay in their review. This can be done on this page in the “Additional Attachments” section.

Essential Functions

• Assist the Program Manager in managing small contract workflows, including follow-up, scheduling, and monitoring the productivity of contract personnel, ensuring projects progress smoothly and efficiently.
• Support all phases of the contract lifecycle by utilizing established processes and procedures, contributing to the continuity and consistency of contract management practices.
• Collaborate with the Human Resources, Payroll, and Shared Services Departments to coordinate efforts, applying established procedures to facilitate seamless integration and operational excellence.
• Aid in conducting contract reviews, developing responses for Requests for Proposals (RFP) and Sources Sought inquiries, and contributing to general program inputs, ensuring proposals are comprehensive and aligned with solicitation requirements.
• Capture essential information during meetings, highlighting critical points of discussion, identifying decision points, and documenting assigned actions and commitments, to ensure clear communication and accountability within the team.
• Work closely with the Program Manager and other key stakeholders to maintain alignment with project goals and objectives, demonstrating a proactive and collaborative approach to contract management.
• Participate in the continuous improvement of contract management processes by providing feedback and suggestions based on observations and experiences within the role.
• Capturing the essential information of meetings, highlight key points of discussion, identify decision points, and assigned actions and commitments.

Competencies

• Self-starter with strong accountability for work efforts
• Proficient in Microsoft Office Suite
• Knowledgeable in AI prompting techniques
• Capable of working independently
• Skilled in utilizing Standard Operating Procedures (SOPs)
• Competent in calendar management for scheduling fixed events

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m.  Evening and weekend hours required, as required by business need.

Travel

Travel approximately 5-10%

Experience

• Technical Proficiency: Experience in writing for comprehension to include technical subjects and translating technical jargon into clear and understandable language suitable for a variety of audiences.
• Collaboration and Teamwork: Willing to learn to work collaboratively with proposal managers, subject matter experts (SME), finance team, and other key stakeholders in a fast-paced environment.
• Research and Analytical Skills: Strong research skills and the ability to use resources such SMEs, AI, and network to provide solutions for proposal inputs.

Education

• Currently enrolled in a bachelor's or master's degree program in a related field (e.g., Business, Communications, Marketing) or equivalent experience in technical proposal writing for government contracts.

Additional Eligibility Qualifications

• Experience in technical writing or proposal development for government contractors.
• General understanding of the Federal Acquisition Regulation (FAR) and other relevant government procurement guidelines.
• Fundamentally understand Shipley or similar proposal development methodologies

Security Clearance

NONE

AAP/EEO Statement

Flatwater Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.