Project Coordinator

FIRM BACKGROUND

Peak Facilitation Group is a small, Colorado-based business that offers facilitation and mediation services throughout the West. Our primary focus is facilitating stakeholder collaboration and public engagement in public policy issues regarding natural resource planning and management. Our clients include municipalities, state agencies, and federal entities working on issues like forest fire prevention, wildlife management, water conservation, and land use planning. Our organization also greatly emphasizes organizational strategic planning and team-building work within and beyond the natural resource space.

KEY ASPECTS OF THIS POSITION

Peak is currently seeking a Project Coordinator. This is a full-time position based in Broomfield, Colorado. The Project Coordinator will split their time between Peak’s office in Broomfield, traveling to in-person meetings, and virtual meetings. The Project Coordinator can work from home but must be available to come to the office as necessary. This job requires some overnight travel outside of the Denver Metro area, including some out-of-state travel, as well as evening and weekend hours, depending on the needs of our stakeholder groups and clients.

IMPORTANT DATES: Peak Facilitation Group is a small, agile company operating on a tight schedule. Candidates for this position must submit their applications by the close of business on Friday, May 10, 2024. Applicants will be asked to participate in an initial phone screening with current Peak Facilitation Group staff on Wednesday, May 15, 2024. Candidates who pass the initial phone screening should expect to be asked for a video interview on Friday, May 24, 2024, and a final in-person meeting in Broomfield, Colorado, on Tuesday, May 28, 2024. The ideal candidate will be available to begin work no later than Thursday, June 6, 2024.

JOB DESCRIPTION

As a Project Coordinator, you will support Peak’s lead facilitators in the following tasks:

Meeting Logistics and Preparation (40% of time)

● Coordinate schedules with clients to identify meeting times

● Schedule virtual and in-person meetings and distribute calendar information to clients and Peak staff

● Develop and maintain stakeholder and client databases and email distribution lists

● Secure meeting venues and arrange food for in-person meetings

● Prepare materials for meetings (e.g., slide decks, agendas, graphics, meeting handouts, Zoom polls/whiteboards, IdeaFlips, etc.)

● Assist with the creation of project proposals

● Organize and create spreadsheets for current clients

● Make travel arrangements for long-distance meetings (e.g., flight, restaurant, and hotel reservations)

● Other tasks as requested by Peak staff or clients

Technical Writing (35% of time)

● Attend stakeholder and public meetings, take accurate and detailed notes, and prepare concise and digestible meeting summaries for the public record that identify common themes and substantive outliers in meeting discussions and report meeting content in a neutral, factual manner

● Document and summarize verbal, written, and map-based input from stakeholders, clients, and community members

● Produce meeting summaries in a timely fashion to ensure transparency and responsiveness to clients, participants, and the public

● Incorporate feedback on draft documents from the facilitator, clients, and meeting participants and finalize documents for distribution

● Design surveys to collect input from stakeholders, clients, and community members

● Analyze and distill existing documentation of public policy processes (e.g., public comments on draft government plans, newspaper articles, legislation, draft plans, etc.) into digestible summaries of issues for internal and external use

● Draft or prepare documents for clients and partners as requested (e.g., policy letters, issue overviews, presentations, and survey reports)

● Assist in the preparation of Peak documents (e.g., project proposals, issue memos, marketing materials, etc., as necessary)

Stakeholder and Client Communication (15% of time)

● Consult with clients as needed to ensure clarity around project and meeting goals, deliverables, process design, and logistics

● Work with clients to schedule meetings and provide Zoom information for virtual meetings

● Answer stakeholder and client questions on meeting details, documents, and other details

● Communicate in all contexts and with all clients, stakeholders, and participants in a professional and neutral way

● Document client and project team calls/meetings and track resulting action items

● Research technical and policy issues on behalf of clients and stakeholders

Small Group Facilitation (5% of time)

● Facilitate small group discussions (groups of 15 or fewer people)

● Facilitate public open-houses and other community engagement events to ensure that the questions and concerns of community members and stakeholders are addressed professionally and neutrally with a high degree of content fluency and accuracy

● Manage small group discussions to keep participants on track

● Prepare for facilitation to ensure content fluency

● Demonstrate issue neutrality during facilitated discussions

● Treat all participants equally and with fairness and respect

Internal Operations (5% of time)

● Track and submit team member expenses

● Keep office space organized and ensure supplies are stocked

● Other office tasks, as requested by Peak staff

JOB REQUIREMENTS

External (client- and stakeholder-facing)

● Ability to interact with stakeholders with differing viewpoints in a neutral manner

● Ability to perform well under pressure, think on your feet, and calmly and effectively respond to unforeseen circumstances

● Ability to track and document meeting discussions effectively in real-time (i.e., fast typing)

● Excellent technical writing and editing skills

● Attention to detail

● Demonstrated ability to process and synthesize complex technical information and jargon into work products aimed at various audiences (government officials, agency staff, community members, etc.)

Internal (among the Peak team)

● Proven ability to manage multiple projects, priorities, and deadlines simultaneously

● Demonstrated ability to take initiative and manage tasks proactively

● Ability to work independently and as part of a small team

● Comfort with fast-paced organizational and logistics work (planning meetings, managing multiple versions of the same document, etc.)

● Willingness to engage in public speaking and talk to strangers

● Proficiency in Microsoft Office Suite

● Bachelor’s Degree in a related field

ADDITIONAL DESIRABLE SKILLS

● Familiarity with public policy processes at the local, state, and federal levels

● An interest in and knowledge of natural resource law and policy; urban, landscape, or recreation planning; and/or water law, policy, or scientific research

● Familiarity with alternative dispute resolution concepts and practice

● Familiarity with design software (e.g., Canva) Fluency in Spanish

● Familiarity with mapping software (e.g., ArcGIS Online)

● Previous experience with the operation of audio/visual equipment

POSITION TIMELINE (Based on Interest and Ability)

First year: Support Peak’s current facilitators in their project work. This position's first year will almost exclusively entail project support, meeting logistics and preparation, technical writing, and client engagement.

Second year: Continue to focus on project support but with progressive opportunities to facilitate small group meetings, study the craft of facilitation and mediation, and identify content areas of interest for projects that the selected candidate may want to pursue.

Third year and beyond: Gain progressive responsibility as a project lead with some continuing project support work.

APPLICATION PROCEDURE

To apply, send the following to Calley Schubert (calley@peakfacilitation.com) and Dominique Ashe (dominique):

• A cover letter
• A resume
• A writing sample no longer than five pages in length

For more information about our work, please visit our website at www.peakfacilitation.com.

Job Type: Full-time

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Cell phone reimbursement
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Opportunities for advancement
• Paid time off
• Parental leave
• Retirement plan

Compensation package:

• Bonus opportunities
• Performance bonus

Experience level:

• Under 1 year

Schedule:

• Evening shift
• Monday to Friday

Application Question(s):

• Can you work with people that have differing world views?

Ability to Relocate:

• Broomfield, CO 80023: Relocate before starting work (Required)

Work Location: Hybrid remote in Broomfield, CO 80023