Portfolio Manager (Research and Policy)

Chapin Hall is seeking a (Projects) Portfolio Manager to join our Research and Policy Operations Department. The successful candidate will develop and maintain a repository of staff including key areas of expertise, technical skills, and areas of interest and growth; guide project staffing efforts based on both skills sets and availability; and help to ensure staff have reasonable and sustainable portfolios by tracking concurring project timelines and workflows. The individual will interface with Chapin Hall leaders, Principal Investigators (PIs), internal team members, and Financial Operations leadership and staff to ensure successful delivery of projects, and Operational Excellence across the portfolio of projects at Chapin Hall.

The portfolio manager will also support and implement strategic initiatives that drive growth and improve operational efficiency within the organization (i.e., onboarding process and material, knowledge management hub). The position will report directly to the Director of Research Operations and the Director of Policy Operations. The portfolio manager will be responsible for tracking staff allocation as well as assisting with budgeting and hiring efforts across the portfolio of projects at Chapin Hall.

Chapin Hall embraces a “Work from Anywhere” approach which offers flexible remote work from anywhere in the United States. Chapin Hall also offers in-person opportunities for staff to build: 1) connections, 2) team cohesion and creativity, and 3) a sense of belonging to the organization. All staff are expected to travel to and engage in a minimum of two annual 2-day “All Hall Convenings” featuring shared learning, teamwork, and fellowship. Reasonable accommodations are made for those who require modifications.

Responsibilities

Internal Operations

• Support oversight of the operational frameworks of Chapin Hall’s portfolio of projects, a total annual revenue of ~$20M a year and 100 policy and research staff.
• Design and implement a unified operational infrastructure by improving and expanding existing systems where necessary, with a strong emphasis on operational efficiency.
• Support financial analysis, including forecasting and monitoring staffing and operational needs.
• Continuously improve business processes and tools to increase efficiency and effectiveness, including the development of standardized tools.
• Communicate with key stakeholders, including executive leadership, project leads, and team members, to ensure that operations are aligned with the organization's goals and objectives.
• Provide leadership and support in onboarding efforts and processes.
  
  

Resource Management and Strategic Initiatives

• Maintain and expand the Resource Allocation tracker and the Skill Matrix in order to assign staff to projects based on their skills, availability, and interest.
• Work with PIs and staff functioning as project managers throughout the organization to identify resource requirements across projects and create a resource plan that aligns with project timelines and objectives.
• Facilitate regular meetings with senior leadership about staff allocations and elevate current and anticipated challenges related to staff over- and under-allocation and propose potential solutions.
• Work with PIs and other stakeholders to use project and budget data to help forecast future resource needs and identify areas where additional staff hires, or external contractors may be needed.
• Actively contribute to the Knowledge Management Workgroup by participating in meetings, leading discussions on portfolio-related insights, and supporting the development and maintenance of a centralized knowledge repository to capture, organize, and make accessible key data, proposals, scopes of work, project deliverables, lessons learned, and best practices
• Identify and support areas where Chapin Hall can improve its operations or expand its reach through strategic initiatives.
• Perform other duties as assigned