Program Manager, Field Advocacy

POSITION TITLE: Program Manager, Field Advocacy

LOCATION: Baltimore, MD

TRAVEL: Moderate

POSITION SUMMARY

The NAACP is seeking a Program Manager, Field Advocacy, who has the skills, tools, and techniques to plan and achieve program & project objectives to meet or exceed stakeholder needs and expectations. The Program Manager, Field Advocacy will be primarily responsible for planning and executing strategic projects to ensure various cost, time, and quality goals are met. The Program Manager is responsible for working collaboratively with members of the Field Advocacy Team and other departments to proactively support strategic initiatives and the Field Advocacy Department. Travel for this position is moderate and varies according to work assignments. 

This role requires a high level of professionalism, tactfulness, and the ability to handle sensitive information in a timely manner. Interpersonal skills are valued for this position.  We are searching for someone who demonstrates proven success in focusing on data, budgeting, relationship management, and effectively collaborating in a fast-paced team environment. The optimal candidate is an experienced, engaging, and driven professional with close attention to detail, strong organizational skills, and the ability to be proactive while delivering simultaneous complex projects and programs with demanding timelines. This individual should have a strong proficiency in technology, customer service principals, and critical thinking skills and an initiative-taking work style.

Responsibilities/Duties

Field Advocacy Support 

• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events.  
• Provide high level operational and administrative support to the Field Advocacy team as needed  
• Manage internal communication and prioritization, including organizing and filtering email and messaging, flagging and managing action items and tasks, and holding key players accountable to priorities.  
• Write and edit internal and external communications.   
• Provide Advocacy Leadership with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items.  
• Complete invoicing, expense reports, reimbursements and travel arrangements for individuals and groups. 
• Manage the field communications process which includes calendaring, Zoom management, and drafting email/SMS communications to the Field. 

Program & Project Management 

• Lead special projects and develop comprehensive project plans including scope, objectives and timelines; 
• Utilize Project Management methodologies to develop process-improvement and efficiency recommendations in alignment with program objectives;  
• Develop objectives and key results and ensure alignment and support measurement with leaders; 
• Drive feedback loops and strengthen integration across the department and organization and between the Association and the field; 
• Support continuous improvement in processes, tools, and cadences; 
• Support and champion continuous operational improvement and exploration; 
• Project resources needed to reach objectives and manage resources in an effective and efficient manner; 
• Coordinates work across internal teams while advancing a smooth and transparent process of information exchange between teams. 

Budget Administration 

• Budget administrator for Field Advocacy including developing, monitoring, and updating budget projections; 
• Track and report on multi-year program initiatives in accordance with expected outcomes and financial performance; 
• Develop and maintain complex spreadsheets and databases. 
• Design and implement automated processes for data entry, analysis, and reporting; 
• Create pivot tables and charts to visualize data;  
• Prepare and process expense reports, vendor invoicing paperwork, and purchase orders, including monthly expense reconciliation and on-demand expense reports; 

Business Writing, PowerPoint & Content Management  

• Provide senior-level administrative support including reviewing and routing correspondence, drafting documents, collecting and analyzing information; 
• Assist leadership with preparing for meetings by creating outlines, high-level presentations, and any other documentation required on an ongoing basis; 
• Ability to conceptualize, design and update presentations, create and incorporate charts, graphs, and other visual aids in PowerPoint. 
• Respond to, direct and anticipate requests while providing fast, accurate and thoughtful replies to requests and ensuring follow up on action items; 
• Excellent editing and proofreading skills; 
• Strong conceptual and design sense, able to quickly grasp creative direction and receptive to feedback; 
• Manage creation of presentation decks to gather necessary information from staff and coordinate with other groups to complete presentations in a timely manner. 

Relationship Management & Customer Service 

• Create strong partnerships and work effectively with diverse engagement models across the Association;  
• Actively build relationships to promote a leader-driven organization and maintain a close and highly responsive partnership with teams across the national office; 
• Operational, logistical, and administrative planning support for virtual and in-person events; 
• Work on special projects and events as directed by the Chief of Field, Vice President, Advocacy Directors, and Field Department or Designee; 
• Ensures that organizational programs are efficiently and effectively delivered to external customers/stakeholders and internal improvement/change/messaging efforts meet targeted deadlines accurately; 
• Ability to handle confidential information with discretion; 
• Support other teams within the Field Department, as needed; and  
• Other duties as assigned by the Chief of Field or Designee. 

Qualifications

The ideal candidate for this position will possess many, if not all, of the following professional qualifications, competencies, and personal qualities:

• Bachelor’s degree in Management, Business or related degree; 
• 3-5 years of experience managing cross-functional or cross-team projects; 

• Proficiency in MS Office Suite, Outlook and related Project Management       software;   

• 3-5 years of association or non-profit experience;  
• Advanced skills in PowerPoint, Adobe Illustrator, and Excel required; 
• Experience supporting an executive office;  
• Practical experience with project management methodologies; 
• Demonstrated experience leading small- and large-scale projects aligned with      the Association strategy and best practices;  
• Salesforce experience is preferred; 
• Excellent written and verbal communication skills.