Project Manager, Project Management & Program Support

Position Purpose

The Carnegie Foundation has set its sights on tackling the nation’s most significant educational challenge: achieving educational equity for Black, Latinx, Indigenous, Asian and Pacific Islander, and first-generation students, as well as those from low-income households. Our mission is to catalyze transformational change in education so that every student has the opportunity to live a healthy, dignified, and fulfilling life. To accomplish our mission, the Foundation will pursue four intersecting strategic priorities:

  1. Build capacity to increase educational attainment nationwide to ensure that 90% of underrepresented students will be on track to graduate from high school and enter and succeed in postsecondary school.
  2. Catalyze postsecondary innovation, to improve economic and social mobility nationwide for underrepresented students.
  3. Fully leverage networked improvement science in support of Carnegie’s strategic priorities and make improvement methods, routines, and tools accessible at broad scale.
  4. Explore the future of learning, with the aim to significantly increase access to engaging, rigorous, experiential, and effective modalities of teaching and learning.

The Project Manager plays a critical role in ensuring the successful implementation of our strategic priorities by working with teams to identify what success will look like and how it will be achieved. The Project Manager develops short and long term plans, supports day-to-day execution, and monitors progress to confirm that projects remain on track to achieve their objectives. When tasks are complete, the Project Manager assesses performance, brings the project to a close, and captures learning to share with the organization.

Essential Responsibilities
Project Plan Development and Management (60%)

  • Work with project and portfolio leads to define the vision, target impacts, scope, and approach that will lead to achieving strategic priorities.
  • Develop and monitor project plans, conduct analysis, identify risks and issues, and present solutions that result in delivery of project and program requirements in a timely manner.
  • Develop project templates, dashboards, and reports in Smartsheet (the project management software used at Carnegie) leveraging templates and standards; facilitate the teams’ use of this software to maintain, monitor, and report on current project plans.
  • Develop and maintain project timelines, deliverables, and work plans with project and portfolio leads, team members, and external partners; initiate, track, and coordinate multiple strands of activity and resources to ensure that the respective projects and deliverables are progressing in a timely manner, individually and in coordination with each other.
  • Assist with the development of project KPIs, and contribute to the collection, analysis, and reporting of KPIs on a regular basis.
  • Work closely with Associates, Program Coordinators, and Carnegie operations staff to design and execute complex convenings, typically ranging from 30 to 100 external attendees.
  • Become well-informed about, and conversant in, the services and programs of the Carnegie Foundation in order to define scope and estimate budget and resource requirements.
  • Proactively identify emergent problems and challenges in reaching key milestones and deliverables and initiate appropriate action to redress such problems.

Budget Development, Maintenance & Management (20%)

  • Work with project and portfolio leads and the finance team to develop, and manage project budgets based on relevant deliverables and essential project work, including making projections and encumbrances for known and expected expenses.
  • Ensure that project spending aligns with established resource allocations. Proactively identify emergent budget issues and work with relevant project directors (or others, as appropriate) to address issues.
  • Collaborate with other Project Managers and the Director of Budgets on the development of annual and multiyear project plans, resource forecasts, and budgets and prepare budget reports for leadership.
  • Work with Managing Directors and executive leadership to analyze budget and resource utilization reports and use them to make ongoing decisions about budget allocation and staffing assignments.
  • Support project leaders in developing statements of work with external partners and consultants, ensure contracts are processed through the contract management system, and monitor and track contract spend rates.
  • Maintain accurate accounting records of expenditures. This may include processing financial documentation in accordance with internal accounting system requirements.

Coordination and Communication (20%)

  • Develop and manage communication plans that ensure alignment and coordinated effort with internal and external partners.
  • Develop reports to funders and other external audiences by initiating, monitoring, collecting, copy editing, and compiling report components.
  • Manage organizational planning calendars; schedule local and out of town meetings with multiple internal and external contacts
  • Maintain project documents, artifacts, and work team’s files – both paper and electronic – ensuring quick and easy retrieval
  • Contribute to the Carnegie Foundation body of knowledge by identifying project learnings, develop artifacts to document and share project insight, and contribute to the ongoing improvement of project management processes, standards, and tools.

Non-Essential Responsibilities

  • Provide logistical and technical support for in person and virtual meetings and conferences by serving as a link between Carnegie operations, project, and program staff and external partners.
  • Serve as a member of the annual Summit on Improvement in Education’s project team, or in support of the event execution.
  • Serve as a group lead for, or participant in, Carnegie-wide staff activities that support the organization’s culture or learning (examples include the Social Committee, Emerald Week planning committee, book studies, etc.)

Required Education & Experience

  • Bachelor’s Degree required
  • Five years of progressively responsible experience in project management, working on complex, cross-functional multi-dimensional projects.
  • Five years of experience with budget maintenance, management, and use for programmatic decision-making
  • Experience using project management methodologies and software

Required Knowledge, Skills, and Abilities

  • Knowledge of project management methodologies.
  • Ability to create and improve existing processes and to motivate team members to engage in processes.
  • Effective decision-making skills, including knowing when to act and when to check in with others.
  • Ability to think strategically at the process level while keeping the big picture in mind.
  • Experience facilitating meetings with diverse stakeholders.
  • Attention to detail, ability to set, meet, and enforce deadlines, and ability to delegate appropriately.
  • Ability to communicate effectively in writing, one-on-one, and in groups with diverse internal and external constituents, and with all levels of the organization, including senior executives.
  • Ability to work collaboratively and respectfully in a team setting, while also being able to work independently and self-manage toward goals.
  • Ability to have difficult conversations and give and receive useful and actionable feedback in a timely manner.
  • Ability to work in a fast-paced environment and able to adapt during occasional uncertainty and change.
  • Resourceful, proactive, and creative when problem solving, and able to exercise sound judgment.
  • Ability to exercise discretion and independent judgment with respect to matters of significance
  • Demonstrates the Foundation’s core competencies of Communication, Judgment & Decision-Making, Accountability, Feedback, Productive Persistence, Continuous Improvement, Self-Awareness, Respect & Empathy
  • High energy and passion for the mission to increase educational equity. Ability to apply the Foundation’s values to all areas of work

Required Technical Skills

  • Intermediate to advanced proficiency using project management software
  • Intermediate proficiency using Excel, Outlook, Microsoft Teams and Google workspace.

Physical Abilities Required

  • Position requires travel.
  • This position will require spending time frequently keyboarding and looking at a computer

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Benefits & Perks

  • Full medical, dental, vision, life, accidental death, disability, and long-term care insurance, as well as employer subsidized flexible spending plan
  • A retirement savings plan, including employer contributions after one year of service
  • Generous time-off benefits including paid holidays and paid parental leave
  • Matching Gift program to benefit charitable organizations
  • Educational Assistance to further your professional development
  • The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
  • Amenities include a communal kitchen (coffee, tea, and drinks provided), outdoor eating areas, free parking, and electric car charging stations