Job#: 3037207

Job Description:

Title: Program Coordinator 4

Start Date: 6/29/2026

End Date: 12/29/2027

Duration: 18 months

Chance for Extension (Y/N): Yes, should be a full 18 month assignment - if budget allows

Candidate Location Requirements: ONSITE - New York City area strongly preferred; onsite presence required

Pay Rate / Range: $34-$37

Openings: 1

Top 3 Must-Have Hard Skills

Project / Program Management (8+ years) – managing complex, multi-stakeholder initiatives with clear tracking and governance

Financial Operations / Procurement (5+ years) – experience with PO/SOW processes, budget tracking, and vendor management

Typical Day in the Role

A typical day balances financial operations, project management, and coordination across workstreams. This includes managing PO/SOW processes and tracking spend, maintaining project plans and dashboards for AI-focused initiatives, coordinating with HQ and regional stakeholders on deliverables, and running regular check-ins to track progress, risks, and dependencies. The role also involves maintaining CELA HQ's internal information infrastructure, e.g. Sharepoints.

• Purpose of the Team: The purpose of this team is to support Microsoft Global Affairs (government relations, cybersecurity partnerships, and global policy operations) and drive operational excellence across the organization.

• Key projects: This role will contribute to financial operations, compliance processes, knowledge management, AI/Copilot transformation initiatives, and general operational support for the Global Affairs leadership team.

Candidate Requirements

• 8+ years of program/project management experience

• Experience managing complex, multi-stakeholder initiatives with governance and tracking

• Strong financial operations experience (POs, SOWs, budget tracking)

• High professionalism and ability to work in senior leadership environments

Nice-to-have: internal communications or content creation experience (e.g., newsletters, videos).

What is the ideal background of a candidate for this role?

The ideal candidate combines strong PMO/program management experience with hands-on exposure to financial administration and procurement processes. They should be comfortable operating in a fast-paced, ambiguous environment, managing multiple stakeholders and vendors, and working across global teams. Experience supporting innovation or AI-related initiatives is a strong plus, but not required.

What are unique selling points that would get candidates interested in your role over another?

Exposure to high-impact, executive-level initiatives at the intersection of AI, policy, and operations

Opportunity to shape and run emerging programs (e.g., AI/agent accelerator workstreams) end-to-end

Broad scope across finance, operations, and project management — not a narrow PMO role

High visibility and direct engagement with senior stakeholders across HQ and regions

Ability to influence how new ways of working (incl. AI-enabled processes) are built and scaled

Hard Skills Assessments

• Expected Dates that Hard Skills Assessments will be scheduled: following candidate shortlisting

• Hard Skills Assessment Process: The assessment process will include 1–2 interview rounds conducted by the hiring manager (with option to include additional interviewers)

• Required Candidate Preparation: Candidates should have their experience prepared prior to the assessment.

Summary

Looking for an experienced Project Coordinator to provide end-to-end operational, financial, and project management support across strategic HQ initiatives, with a strong focus on financial administration (PO/SOW processes), coordination of AI-related workstreams (e.g., agent/accelerator programs), and cross-team execution within a fast-paced, global environment. The ideal candidate combines strong PMO/program management experience with hands-on exposure to financial administration and procurement processes. They should be comfortable operating in a fast-paced, ambiguous environment, managing multiple stakeholders and vendors, and working across global teams. Experience supporting innovation or AI-related initiatives is a strong plus, but not required.

Key Responsibilities

1. Financial & Procurement Operations

• Manage end-to-end PO and SOW processes, including vendor onboarding, approvals, tracking, and reconciliation
• Coordinate closely with finance and procurement teams to ensure compliance with Microsoft policies
• Track budgets, spend, and forecasts across multiple projects and vendors
• Ensure financial hygiene (timely invoicing, accruals, cost tracking, and reporting)
• Support financial reporting for leadership (budget status, variances, reallocations)

2. Project Management – AI Workstream / Strategic Initiatives

• Drive day-to-day project management of AI-focused initiatives (e.g., Copilot / AI Accelerator, agent portfolio)
• Maintain integrated project plans, milestones, risks, and dependencies across multiple workstreams
• Track progress and surface risks/blockers early; ensure follow-through on key actions
• Support intake, prioritization, and tracking of projects within the AI/innovation pipeline
• Develop and maintain reporting dashboards and status updates for leadership

3. HQ Team Coordination & Governance

• Act as central coordination point across HQ, regional teams, and external vendors
• Structure and run key rhythms (status meetings, working groups, check-ins)
• Ensure alignment across initiatives, timelines, and deliverables
• Maintain a “single source of truth” for plans, trackers, and key materials
• Support governance processes, including documentation, approvals, and reporting standards

4. Vendor & Stakeholder Management

• Coordinate work across multiple external vendors (consulting, comms, event, AI partners)
• Manage delivery quality, timelines, and outputs across suppliers
• Support SOW scoping, onboarding, and performance tracking
• Act as liaison between internal stakeholders and vendor teams

5. Reporting, Insights & Operational Excellence

• Build and maintain dashboards and trackers (project, financial, resource)
• Provide clear, executive-ready updates on progress, risks, and outcomes
• Drive continuous improvement in processes (financial workflows, project tracking, reporting)
• Support implementation of new tools (e.g., AI-enabled tracking, dashboards, or automation)

Skills & Capabilities

• Strong operational and execution mindset — able to drive initiatives forward independently
• Experience with Microsoft's financial administration, procurement, and budget tracking
• Excellent project management discipline (planning, tracking, risk management)
• Strong stakeholder management across regions, functions, and seniority levels
• High attention to detail combined with ability to operate at pace and in ambiguity
• Data-driven and analytical; comfortable building dashboards and working with data
• Clear, concise communication (written + verbal)

Experience & Background

• 8+ years experience in project/program management, operations, or PMO roles
• Experience supporting finance/procurement processes (POs, SOWs, vendors)
• Experience managing complex, multi-stakeholder programs or initiatives
• Familiarity with Microsoft tools (Excel, Power BI, Teams, SharePoint, Planner, etc.)
• Experience in innovation / AI / transformation programs is a strong plus

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or 844-463-6178.

Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Everforth Apex uses a virtual recruiter as part of the application process. Click here for more details. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Everforth Apex and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://www.apexsystems.com/privacy-policy

Everforth Apex Benefits Overview: Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Everforth Apex team member can provide.

Everforth Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Everforth Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

If you require an accommodation under the Americans with Disabilities Act to participate in an interview with a virtual recruiter or to use our website for a search or application, please contact our Benefits Department at [email protected] or 804-523-8228. Please note that this contact information is strictly to be used for medical ADA accommodations and that no other inquiries will be answered.

UnitedHealthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Everforth Apex Systems.