Project Manager, Administrative Operations

Position Title: Project Manager, Administrative Operations
Location: The Kavli Foundation, 5715 Mesmer Ave, Los Angeles, CA 90230
Travel Required: No
Reports to: COO
Position Type: Full-Time, exempt
Salary: $140,000-$150,000

The Project Manager will harmonize administrative and operations activities with the respective programmatic and administrative departments. The Project Manager will provide administrative and organizational support for operations including ad hoc projects, budget planning and reporting activities. Oversight of productivity management systems will be required as well as coordination with other departments including the executive team, programmatic teams, grants, facilities, finance, IT, communications and events.

The successful candidate will own and administer internal projects, working within organizational priorities and defined goals, come up to speed quickly in new areas, create and manage work plans, and communicate within and across teams effectively.

Duties & Responsibilities

Operational and executive support

  • Provide support to the COO on administrative tasks and projects as assigned
  • Manage external relationships including external partners and vendors

Project design and execution

  • Design and implement diverse projects in collaboration with the COO, other staff members and external consultants, working within priorities determined by the organization’s leadership and IT and facilities ad-hoc projects
  • Create, update and track metrics and progress against project work plans, grants administration and foundation business operations
  • Communicate and collaborate proactively and effectively
  • Work with or develop coalitions of internal and external teams when necessary. Supplement effort by marshaling internal and external resources as needed

Analysis, research, and communication

  • Research and develop applications for administration of new projects, management approaches, and solutions as directed
  • Prepare internal recommendations and memos/briefs to communicate project status and risks regarding timelines, dependencies, resources

Qualification requirements

  • Demonstrated autonomy and self-direction in prioritizing multiple detail-oriented tasks
  • Demonstrated aptitude working in a highly detail-oriented position
  • Ability to manage confidential information with discretion
  • Excellent organizational and administrative skills and the ability to manage and work on multiple tasks under tight deadlines
  • Flexibility and skill in working as a team member and comfort working in an environment with dynamic priorities
  • Excellent interpersonal skills. Collegial, able to develop productive relationships with colleagues, external constituents and others
  • Confident and comfortable addressing groups in both formal and informal settings, and leading meetings with diverse participants present
  • Excellent written and verbal communication skills for internal and external purposes
  • Strong writing capabilities and ability to draft communications for a range of audiences (internal; external; technical; lay audiences)
  • Sound judgment, integrity, and the ability to listen actively
  • Ambitious and driven to learn and grow, with interest in philanthropy and scientific research
  • Ability to work independently in both in-person and remote team scenarios with appropriate communication
  • Proficiency in the use of technology, including knowledge of Microsoft Office 365, G Suite, SharePoint, Slack and videoconferencing systems; willingness to learn new computer skills as necessary
  • Excellent technology skills and administrator-level proficiency in task management and active-view software (e.g., SmartSheet, GivingData, Asana, Concur, Salesforce, WordPress, preferred)
  • Ability to prepare coherent PowerPoint graphics, charts, and tabular data presentations
  • Bachelor’s degree with at least four (4) years of experience as a Program Coordinator or other relevant experience. Relevant experience working in scientific research, at a funding organization/agency, or project management preferred.
  • Advanced degree (MS/MBA) and/or certification in Project Management (PMP) preferred

Application process

  • Submit resume and cover letter to [email protected]
  • All applicants must complete the Culture Index Survey Culture Index Survey
  • Candidates that do not have demonstrated prior work experience will not be considered

Other

  • Hybrid work model (in-person and remote) local candidates preferred
  • Medical, dental, vision, STD/LTD and life
  • Paid time off, floating holidays and wellness days
  • 401(k) plan with match

The Kavli Foundation is an EEO employer