Project Management Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Collaborate with Team Coordinators and Facilitators to prepare and activate assignments, track projects, and archive materials related to grants.

• Daily review and update of project statuses in the Master Grant Spreadsheet.

• Integrate newly activated assignments from client spreadsheets into the Master Grant Spreadsheet.

• Create assignments in KJA’s project management software following established standards, procedures, and protocols.

• Conduct weekly audits and reconciliations of funder due dates across the Master Grant Spreadsheet, Asana, and client spreadsheets.

• Meet with Team Coordinators and Facilitators to ensure that projects remain on target for submission.

• Develop weekly agendas, project planners, and team roadmaps to evaluate team capacity and schedule assignments.

• Participate in client calls as needed to gain assignment clarification and prepare meeting minutes.

• Provide updates to the Senior Project Manager regarding grant assignments and any delays.

• Gather, develop, update, and maintain client files within the Answer Library.

• Maintain and provide client information documents, including contact lists.

• Monitor and communicate expiration dates for SAM.gov and other registrations.

• Update and keep electronic login passwords for corporate, foundation, municipal, and federal portals, including Login.gov.

• Prepare meeting minutes for both internal and external meetings.

• Manage Instrumntl notifications and upload documentation as requested.

• Audit Instrumntl databases and generate quarterly reports for Facilitators.

• Attend Project Manager training sessions and assist in the development and facilitation of PM-related training.

• Perform additional duties as assigned.

⛳️ Requirements

• Essential skills in electronic filing and phone communication.

• Strong organizational abilities.

• Excellent verbal and written communication skills.

• Highly precise and detail-oriented.

• Proficiency in Microsoft Office software.

• Required familiarity with Adobe Pro.

• Preferred knowledge of grant writing and/or the submission process.

• An Associate’s degree is preferred but not mandatory.

• Specialized training or experience in grant development may substitute for the degree.

• Training in Project Management is preferred; however, experience in Project Management may be accepted in lieu of training.

• Previous experience with Asana Project Management software is a plus.

• Must be available to work Monday through Friday, from 8:00 AM to 5:00 PM Pacific Time.

• KJA only hires individuals based in the USA; applicants outside the USA or residing in California, Hawaii, New York, New Jersey, Washington State, North Dakota, Wyoming, Puerto Rico, or the US Virgin Islands are not eligible.

🏝️ Benefits

• A minimum of 40 hours of Paid Sick Time (PST), based on the state of residency.

• Up to 80 hours of Paid Time Off (PTO) each calendar year for full-time employees.

• 80 hours of Paid Vacation Time after one year of continuous employment.

• 120 hours of Paid Vacation Time after five years of continuous employment.

• More than 9 paid holidays each calendar year.

• 401K plan with matching up to 4% with immediate vesting; eligibility after one year and 1,000 hours.

• $50,000 in employer-paid Group Life and AD&D Insurance.

• Employer-paid virtual on-demand counseling, urgent care, and prescription benefits through Recuro Health.

• Group Health Insurance with various choices; the employer covers a portion of the premium.

• HSA option available with a compatible health plan.

• Voluntary Group Dental & Vision Plans.

• Voluntary supplemental plans including Term & Whole Life Insurance, Accident Insurance, Cancer Insurance, Critical Illness Insurance, Short & Long Term Disability, Gap Insurance, Hospital Confinement Insurance, and Beyond Med health and wellness discount plan.

• Opportunities for Professional Development.