Project Manager, Project Management & Program Support

Position Description 

The Project Manager provides project management experience to a wide range of programmatic planning activities in support of Foundation initiatives.  

Due to the pandemic, this is currently a remote position. The Project Manager will work out of our Stanford, CA office in collaboration with the Networked Improvement Science group. The Project Manager will leverage people, processes, and technologies to develop and monitor project plans, conduct analysis, identify challenges, and present solutions that result in delivery of program requirements in a timely manner. Tasks include, but are not limited to:

Key Responsibilities 
Professional Education Offerings (PEOs)

The Foundation offers many professional learning and support opportunities for individuals, teams, and established Networked Improvement Communities (NICs) that deepen their knowledge and practice of improvement science and provide supports for the design, initiation, launch, and maintenance of NICs. The Project Manager will be responsible for developing and maintaining project plan for all PEO’s in addition to the following:

  • Support Project Managers in the development of project plans for the development and execution of individual PEOs
  • Assist in the development of an overall marketing strategy
  • Develop recruitment strategy for attendance
  • Develop standard processes, documentation and templates
  • Understand organizational and departmental interdependencies that may impact PEO planning and delivery
  • Understand policies and departmental protocols that may impact PEO task allocations
  • Build accurate estimates of resources (both human and financial) required to successfully complete projects; analyzes and generates reports on cost and resource trends across PEOs; and formulates cost management strategies based on relevant analyses
  • Participate in the design and manage the execution of field inquiry and needs assessment
  • Oversee the management of project budgets and reports any variances to appropriate individuals
  • Develop stakeholder communication plans and ensure distribution of information per plan; act as a liaison between all departments and groups.
Project Plan Development and Management
  • Develop project plans, dashboards, and reports in Smartsheet (the online project management software currently used at Carnegie), and facilitates the teams’ use of this software to maintain and monitor current and accurate project plans.
  • Facilitate a collaborative process of developing and maintaining program timelines, deliverables, and work plans with project leaders; initiate, track, and coordinate multiple strands of activity to ensure that the respective projects and deliverables are progressing according to plan and in a timely manner, individually and in coordination with each other.
  • Assist and guide Associates through planning activities, beginning with discovery through delivery of programs designed to support partnerships.  Contribute to the development and use of tools, processes, and resources to ensure the accurate, timely, and cost-effective execution of work plans. Manage resources assigned to projects to ensure the delivery of products, processes, or services.
  • Work closely with Associates, Program Coordinators, Carnegie Operations staff as well as executive leaders of the foundation to design and execute complex convenings, typically ranging from 30 to 100 external attendees.
  • Become well-informed about and conversant in the tasks, key milestones, and workflow issues of the multiple projects assigned. Proactively identify emerging problems and difficulties in reaching key milestones and deliverables and initiate appropriate action to redress such problems.
  • Work closely and collaboratively with the Project Management and Program Support group’s Director, Project Managers, Program Coordinators and Post-Baccalaureate Fellows, and regularly follow up to ensure that program tasks and related deadlines are being met.
Budget Development, Maintenance & Management
  • Work with Associates to establish, develop, monitor, and manage project budgets, based on relevant deliverables and essential program work, including making projections and encumbrances for known and anticipated expenses.
  • Work with Program Coordinators and other support staff to ensure that program spending aligns with established resource allocations. Proactively identify emerging budget issues and work with relevant project directors (or others, as appropriate) to address issues.
  • Collaborate with Project Managers of other Foundation initiatives and Director of Budgets to revise and improve the Foundation-wide timeline for facilitating the creation of new project plans and budgets for each upcoming fiscal year and work with the PMPS group to create project plans, prioritize work portfolios, and create budgets for the new fiscal year.
  • Work with Managing Directors and Senior Vice President to analyze budgetary reports and use them to make ongoing decisions about budget allocation and use.
  • Facilitate creation of contracts with external development partners and consultants and monitor and track contract spend rates.
  • Support maintenance of accurate accounting records of expenditures.  This may include processing financial documentation in accordance with internal accounting system requirements.
Coordination Support
  • Assist in completing reports to funders and other external audiences on a timely basis by initiating, monitoring, collecting, compiling, and copy editing, report components
  • Manage organizational planning calendars, including scheduling meetings with multiple internal and external contacts, including out-of-town meetings.
  • Provide logistical and technical support for teleconferences and videoconferences.
  • Make complex travel arrangements that may involve multiple travelers and/or multiple destinations.
  • Maintain work team’s files – both paper and electronic, ensuring quick and easy retrieval.
  • Serve as a link between Core Operations and Program staff, ensuring clear communication.
  • Other projects or duties as assigned.
Special Projects
  • Serve as a key member of the annual Summit on Improvement in Education’s core committee planning team; lead and manage specific strands of work that may be assigned (e.g., Registration or Sponsorships) and contribute to the overall administrative support of the event.
  • Serve as a group lead for or participant in Carnegie-wide staff activities that support the organization’s culture (examples include the Social Committee, Emerald Week planning committee, etc.)
Education and Experience Requirements 
  • Bachelor’s Degree required; Master’s Degree preferred.
  • Project Management certification preferred.
  • Five years of progressively responsible experience in consulting, project management, working on complex, multi-dimensional projects.
  • Five years of experience with budget maintenance, management, and use for programmatic decision-making
  • Experience executing a range of external-facing events.
  • Experience managing project budgets, especially for grant funded projects.
  • Experience using project management software.
  • Intermediate to advanced proficiency using Excel.
  • Knowledge of Smartsheet, CVent and Hubspot preferred.
Skill Requirements and Qualifications
  • Ability to create new and improve existing processes and to motivate team members to follow 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.
  • Willingness to initiate and support tasks at all levels of the organization when necessary.
  • Attention to detail, ability to set, meet, and enforce deadlines, and ability to delegate appropriately.
  • Strong oral and written communication skills and high level of comfort communicating one-on-one or in groups of both internal and diverse external constituents.
  • Able to work collaboratively and harmoniously in a team setting, while also being able to work independently and self-manage toward goals.
  • Ability to work in a fast-paced, highly collaborative environment and willing to cope and work well with occasional uncertainty and change.
  • Proficiency in using technology and the ability to learn new technologies and software quickly.
  • Willingness to travel, if required.

Please Note: Successful candidates must be authorized to work in the United States. Visa sponsorship is not available for this position.

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Benefits & Perks
  • Full medical, dental, vision, life, and long-term care insurance, as well as employer subsidized flexible spending plans
  • A retirement savings plan, including employer contributions and the opportunity for your own tax-advantaged savings
  • Generous time-off benefits including paid holidays and paid parental leave
  • Matching Gift program to benefit charitable organizations and 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/gathering areas, free parking, and electric car charging stations.
  • The Foundation offers a collaborative, community-building atmosphere grounded in an environment of mutual respect.