Job Summary: Synergy Enterprises, Inc., a woman-owned government contractor, is seeking a full-time Project Manager to join our team. In collaboration with the Project Director, the Project Manager ensures the efficient implementation of all regulatory, compliance, and coordination efforts for the 21st Century Community Learning Centers (21st CCLC) National Technical Assistance Center (NTAC) cooperative agreement; that includes participating in the planning of and budgeting process for 21st CCLC NTAC activities. The selected candidate will be responsible for coordinating the activities schedule, timelines, and staffing availability, as well as providing high-quality administrative and project management support, for the 21st CCLC NTAC project. They will report directly to the Project Director.
Primary Responsibilities:
Project-Related
- Works in collaboration with the Project Director.
- Works closely with project staff members, stakeholders, subcontractors, vendors, and the client.
- Maintains ongoing communication with the client and serves as an administrative backup to the Project Director in her absence. Is responsible for ensuring that services and products are high-quality and are delivered on time and, with the guidance of the Project Director, implements corrective action plans.
- Handles day-to-day project management to support the Project Director and provides technical assistance to the team.
- Works with the Project Director to assign activities to appropriate team leads, coordinating all major tasks.
- Integrates work plans for project activities and ensures agreement with the benchmarks of performance, progress, and success for each major activity.
- Works with the Project Director to track progress over time.
- Meets formally at least once a week with the Project Director and team leads to ensure there is fluid, steady communication among team members.
- Prepares and/or assists in the coordination of all grant-related documentation, such as monthly reports, invoices, work assignments, and final reports.
- Assists the Project Director with the management of project activities, ensuring they fall within the scope of work.
- Acts as a resource for project personnel solving day-to-day challenges.
- Works with the Project Director to develop work plans for the project staff members and the client.
- Works with the Project Director to track the budget as needed.
- Works with the Project Director to prepare reports required by the client.
- Serves as the main point of contact for the project in the Project Director’s absence.
Administrative/Coordination
- Fields employees’ questions, concerns, and requests.
- Manages the collaboration board.
- Enters project activities and tasks on a shared site. Oversees staff timelines. Maintains project and training calendars and the overall activity development timeline.
- Records inquiries from the field and the client. Creates responses and tracks progress via an online communication tool.
- As directed by the Project Director, provides oversight and guidance to subcontractors, consultants, and vendors.
- Edits documents. Develops letters to the client and stakeholders. Helps assemble program materials.
- Creates charts to depict planned work and work accomplished in specified time periods.
- Organizes and stores all standard operating procedures, style guides, and branding guidelines, ensuring all are updated as needed.
- Organizes a bimonthly meeting, which involves gathering information from all parties, creating meeting agendas, taking notes, and summarizing information to share with the client.
- Participates in monthly division meetings and grants/contracts meetings, prepares meeting materials as needed.
- Sends weekly updates about timelines to project staff members.
- Provides on-site support for on-site trainings, conferences, events, etc., and is the main point of contact in most cases.
- Manages supply inventory and orders as needed.
Qualifications:
- Having a bachelor’s degree in education or a related field (preferred).
- Having a minimum of 5 years of administrative or customer service experience.
- Having a minimum of 5 years of project coordination and management experience (preferably with a government contractor).
- Possessing demonstrated experience in interacting with high-level officials and clients.
- Having excellent communication skills, both spoken and written, and proofreading or copyediting experience.
- Having the ability to multitask, meet deadlines and client schedules, and take a flexible, practical approach to helping clients.
- Being a self-starter with strong time management and multitasking skills.
- Having the ability to work under pressure and manage several assignments with multiple and tight deadlines.
- Being proficient in Microsoft 365.
Other job requirements:
- The position requires that the individual be available to work as necessary throughout the standard workweek and often on weekends as well.
Physical demands and work environment:
- Physical demands: While performing duties of the job, the employee will occasionally be required to stand, walk, sit, use hands to handle objects and documents, reach with hands and arms, talk, and hear. The employee may occasionally lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision. The employee may use office equipment such as a telephone, a computer, computer software, a calculator, a printer, a copier, and a fax machine.
- Work environment: Employees are not substantially exposed to adverse environmental conditions. The noise level in the work environment is usually moderate.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of employees so classified.