Project Manager

POSITION SUMMARY

We seek an experienced Project Manager (PM) to provide administrative and project management support to the Paul G Allen Family Foundation Partnerships and Programs (P&P) team. The PM will perform administrative, operational, finance, and other tasks related to managing internal and external engagements and projects within the Arts, Youth & Communities program. This role will also serve as a point of contact for internal and external stakeholders for information about the Arts, Youth, and Communities program. The PM must act independently and quickly learn to recommend, interpret, and/or implement company and internal administrative policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative management and support (20%):

• Coordinate the Director’s schedules, travel, and logistics.
• Provide meeting and event planning support for the Arts, Youth & communities program, including arranging meetings, preparing agendas, transcribing meeting minutes, and reserving and preparing facilities.
• Plan, organize, and execute team, department, and/or external events, such as team retreats, as required.
• Monitor and ensure timely and accurate budget tracking and actual cost reconciliation activities as required.
• Manage effective communication and processes with contractors, including contract generation, tracking, routing, and approval.
• Manage departmental SharePoint files, Fluxx CRM, and Smartsheet Project Tracking, as requested.
• Organize and coordinate purchase requisition requests and invoices; manage subscriptions.

Project management (80%):

• Team-related
  1. Maintain an understanding of the key objectives of P P programs and projects.
  2. Act as the focal point for ongoing team project communications and status reports, including managing processes and copy editing for leadership team reports and quarterly board reports.
  3. Support coordination, collaboration, and communication across team members and initiatives.
  4. Contribute to presentation materials, web content, and other documentation for the P&P group.
  5. May be asked to facilitate internal meetings as needed.
  6. Take on special projects as assigned.

• Grantmaking-related
  1. Oversee the execution of open solicitation calls, including the development and dissemination of RFPs, tracking submission deadlines, coordinating peer review panels, including reviewer recruitment, and ensuring timely communication across the team.
  2. Create and oversee work back/project plans for all arts, youth, and communities major projects.
  3. Coordinate and manage collaborations with internal departments such as finance, communications, IT, legal, grants management, and HR.
  4. Develop and refine systems, templates, and processes to improve efficiency and effectiveness in managing solicitations, reviews, and grants.
  5. Manage the tracking of pipeline and strategy development.

QUALIFICATIONS

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge, experience, skill, and/or ability:

Required

• Demonstrates honesty, responsibility, integrity, and fulfillment of commitments.
• Excellent interpersonal and communication skills, demonstrating a high level of independent judgment, tact, and diplomacy.
• Ability to work effectively with diverse teams, manage external resources, and liaise with a broad range of internal and external clients, departments, and stakeholders at various levels within the organization.
• Experience managing project teams for programs that include multiple projects and a high level of complexity.
• Ability to work with confidential information discreetly and professionally.
• Ability to work under tight deadlines, managing multiple priorities in a dynamic and changing environment.
• Flexible, creative, solution-oriented approach to problem-solving.
• Excellent ability to manage simultaneous project streams and meet deadlines.
• Strong analytical and interpersonal skills.
• Knowledge of general office practices, procedures, and equipment.
• Ability to prioritize tasks and work independently.
• Excellent writing and copyediting skills.
• Strong attention to detail.

Preferred

• Familiarity with expense management, invoice receiving, travel systems, and customer relations management.
• Familiarity with Smartsheet, Lucid Chart, and other organizational platforms.
• Project Management Professional Certification

Required computer skills

EDUCATION