Program Operations Specialist Jobs (NOW HIRING)

Position: Operations Specialist
Reports to: Program Operations Lead
Compensation*: Competitive starting salary $70,200 - $87,000 commensurate with skills and experience, Full Pay Range: $70,200 - $103,800
Employment Classification: Full Time, Exempt
Anticipated Start Date: As soon as possible, position is open until filled
Application End Date: 6-5-2026
Office Location: Portland Metro Area, Oregon, USA
What We're Looking For:
The Operations Team plays a vital role within the broader Energy Programs division, providing essential technical and operational support for the scoping, implementation, and delivery of the program. The team manages project and payment processing across multiple programs while driving best practices and consistency for cross-program processes and technical operations.
As an Operations Specialist, you will help identify and implement business processes and software improvements that enhance the efficiency and effectiveness of program operations. Working with internal and external stakeholders to assess, implement, and drive adoption of operational improvements across program design, software systems, and business processes. Your focus will be on understanding the impact on end-users, developing strategies to increase awareness, facilitating smooth adoption, and mitigating potential risks.
You will provide operational support for the scoping, development, and launch of new programs and initiatives, and contribute to training efforts for program support staff.
As a member of the Operations Team, you will serve as a primary liaison to the Energy Programs teams, ensuring seamless collaboration between operations and program staff. In this capacity, you will help evolve existing programs and integrate new state- and federal-grant-funded initiatives, making energy efficiency upgrades more affordable and accessible for communities.
The Operations Specialist serves as an integral part of the Operations Support Team and, as such, may be called upon to perform other duties on behalf of the organization in addition to those detailed here.
This individual reports to the Program Operations Lead.
What You'll Do:

• Identify, support, and implement changes to systems or business processes that improve the efficiency and effectiveness of program operations.
• Provide input on the business requirements and implementation of new software, ensuring users' needs are met and resulting process workflows are efficient
• Provide support to program staff, other internal staff, and external staff by providing information and feedback on operational best practices in the delivery of programs, communication and outreach efforts, and cross-functional projects.
• Track ongoing adoption of changes, surfacing pain points, and if additional reinforcement is needed
• Work with staff on proposed changes to identify any significant risks that may impact the adoption by end-users
• Provide support to managers and leads, ensuring they have the information needed to help their staff adopt changes
• Support programs in the scoping, development, and implementation of new programs, pilots, and new initiatives, ensuring they can be efficiently implemented and align with operational best practices
• Support data related quality assurance and quality control improvements
• Review project data and participant information in Energy Trust systems and other business applications. Leveraging reporting and analytics tools to improve data quality.
• Crosstrain in program operations responsibilities to provide back-up and support to other team members, including various program management, delivery, and customer service processes and functions.
• Provide technical assistance and training to program staff to ensure data systems are being used as intended and that enhancements to systems or processes are effectively implemented
• As a power user of systems, inform and work with Operations Analysts, Program and IT staff on program software needs and enhancement requests through the Business Systems Prioritization Process.
• Document, train, and provide guidance to internal and external staff on organizational standards, program procedures, and the use of Energy Trust systems.
• Develop, review, and refine program forms, manuals, training materials, and other legal and compliance documents.
• Oversee and support the weekly payment review and approvals, incentive check disbursement, and correction processes for timely and accurate incentive payments while ensuring compliance with finance audit and controls processes.
• Oversee audits of payments, project records, program files, AD accounts, and other compliance processes with Finance and Legal departments, leading efforts to improve quality and resolve identified problems.
• Perform other job-related duties as assigned.
• Perform all functions of the job in a safe manner.

SUPERVISORY RESPONSIBILITY

• This position has no supervisory responsibilities.

Requirements

• Bachelor's degree or equivalent professional experience.
• 3 years of professional experience in business/program administration, technical customer service, or project management as a product owner.
• Ability to develop and lead efforts related to changes in systems or business processes.
• Strong knowledge of MS Office suite, Customer Relationship Management (CRM) systems, SharePoint, and other database applications, experience with SQL & Power BI preferred.
• Excellent written and verbal communication skills, knowing when to seek to understand, when to influence, and when to listen.
• Strong analytical and problem-solving skills with demonstrated ability to quickly gather, analyze, and synthesize information
• Proven coordination and organizational skills, attention to detail, and the ability to effectively prioritize and juggle multiple concurrent projects.
• Highly self-motivated and accustomed to working in a fast-paced team-based environment.
• Must be able to interact with a diverse workforce and be comfortable working in culturally diverse settings and groups.

The information above outlines the functions and position requirements of this job. It does not identify all expected tasks, nor does it address the performance standards that must be maintained.
Benefits

• Health/dental/vision insurance

• Employer-sponsored and paid life/disability
• 401(k) with a company contribution of 6% of your salary after 90 days of employment
• TriMet pass
• Access to health and dependent FSA/HSA accounts
• Generous paid vacation, holidays, and sick days
• Paid volunteer hours
• Employee assistance program
• Career advancement opportunities
• Great colleagues and culture
• Flexibility to work from home and/or an office space at the Portland, OR location
• Work from home laptop provided
• Read more about our benefits here

APPLICATION INSTRUCTIONS:
Please submit an application on Energy Trust's website www.energytrust.org/About/careers.
Don't meet every single requirement? Studies have shown that candidates from certain demographics are less likely to apply to jobs unless they meet every single qualification-for example, women and People of Color. At Energy Trust, we are dedicated to building a diverse, inclusive, and authentic workplace-if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles.
Energy Trust of Oregon is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodation throughout the application, interview, and employment process. If you require reasonable accommodation, contact us. Energy Trust of Oregon is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.
Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training.
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