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, monitor project progress, and archive materials related to grants.

• Ensure KJA team members have the necessary documents and guidance to develop competitive grant applications.

• Review the Master Grant Spreadsheet and update project statuses on a daily basis.

• Examine client spreadsheets and incorporate newly activated assignments into the Master Grant Spreadsheet as required.

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

• Audit and align funder due dates, including the day of the week, time, and time zones, across the Master Grant Spreadsheet, Asana, and client spreadsheets on a weekly basis.

• Convene with Team Coordinators and Facilitators to ensure projects are on track for submission.

• Develop weekly agendas, project planners, and team roadmaps to assist in capacity assessment and assignment scheduling.

• Attend client calls as necessary to obtain clarification on assignments and prepare meeting minutes.

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

• Collect, develop, update, and maintain client files in the Answer Library.

• Keep and provide client information documents, including phone and email contact lists.

• Monitor and communicate the expiration dates of SAM.gov and other registrations.

• Update and manage electronic login credentials 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 required.

• Audit Instrumntl databases and generate quarterly reports for Facilitators.

• Participate in Project Manager training sessions.

• Assist the Senior Project Manager in developing and delivering project-management training for KJA staff.

• Perform additional duties as assigned.

⛳️ Requirements

• Must reside in the Pacific, Mountain, or Arizona time zones.

• Must live in the USA; employment is not available to individuals outside the USA or those residing in California, Hawaii, New York, New Jersey, Washington State, North Dakota, Wyoming, Puerto Rico, or the US Virgin Islands.

• Proficiency in electronic filing and phone skills is essential.

• Strong organizational capabilities are required.

• Excellent verbal and written communication skills are necessary.

• Attention to detail and precision are critically important.

• Proficiency in Microsoft Office software is required.

• Familiarity with Adobe Pro is mandatory.

• Experience with grant writing and/or the submission process is preferred.

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

• Specialized training or experience in grant development may be acceptable in lieu of a degree.

• Training in Project Management is preferred; experience in Project Management may substitute for training.

• Prior experience with Asana Project Management software is an advantage.

• May require extended periods of computer use, typing, reading, and data analysis.

• Employees are expected to dress in professional business attire.

🏝️ 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 the 5th year of continuous employment.

• 9+ paid holidays each calendar year.

• 401K plan with matching up to 4% with immediate vesting; eligibility after 1 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 multiple options; employer covers a portion of the premium.

• HSA option with a compatible health plan.

• Voluntary Group Dental & Vision Plans.

• Voluntary supplemental plans including term and whole life insurance, accident insurance, cancer insurance, critical illness insurance, short- and long-term disability, gap insurance, hospital confinement insurance, and Beyond Med health and wellness discount plan.

• Opportunities for Professional Development.