Project Manager, Advancement

Level: Experienced

Job Location: Portland Campus - Portland, OR

Position Type: Full Time

Salary Range: $64,000.00 - $68,750.00 Salary

Description

About the Oregon Humane Society

Founded in 1868, Oregon Humane Society is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we are creating a More Humane Society.

The Team

The Project Manager, Advancement is an individual contributor and a member of the Advancement Team reporting to the Chief Advancement Officer. The Advancement Team is a dynamic team that oversees a diverse body of work including Philanthropy, Development Operations, Corporate & Foundations, Marketing & Communications, and Planned Giving. Advancement is made up of a group of passionate, collaborative, and skilled team members who work every day to ensure OHS' ability to care for pets and the people who love them well into the future. This person will help ensure organizational execution of impactful and complex Advancement Team projects that are aligned with OHS’ mission and values, as well as the strategic objectives and priorities.

The Position

This position will manage and support a wide range of activities and projects. Included in responsibilities will be initiating, organizing, coordinating, and reporting on projects ranging from small administrative projects to large, complex projects with organization-wide impact. The Project Manager, Advancement will be responsible for creating milestone schedules, tracking expenses and invoices, preparing summary reports for leadership, and assisting in developing, tracking, and improving key reporting metrics. Also, the position will manage external and internal coordination of meetings, correspondence, and communication, and handling confidential and/or sensitive information. This position will support the Chief Advancement Officer through developing project request process, change management, project plans, attending meetings to assist with prioritization of Advancement Team projects for the organization, as well as process building and process improvement.

Essential Responsibilities

PERSONAL LEADERSHIP

• Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.
• Demonstrates an awareness of individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback, contributing to a culture of feedback and learning.
• Promotes a culture of high performance and continuous improvement that values learning and a commitment to quality.

LEARNING

• Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
• Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
• Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.

INFLUENCE & REPRESENTATION

• Communicates effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.
• Liaises with and maintains productive relationships with all stakeholders, including other departments, and donors; builds mutually rewarding professional relationships inside OHS at all levels.
• Leverages our best practices externally and grows OHS’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES

• Collaborates with internal stakeholders throughout the organization, external vendors, and subject matter experts to create and execute complex project plans and timelines, ensuring all projects are on-time, on-scope, on-budget and meet or exceed expected business outcomes upon completion.
• Provides project schedules, updates and tracking of large-scale projects.
• Leads or supports the process and review for proposals (RFP’s) for the Advancement Team, identifying a ranking system according to criteria and present recommendations for awarding of a contract.
• Works with the Advancement Team and additional business stakeholders to create and support change management aspects of managed projects.
• Maintains a high-level view of all projects impacting Advancement Team members, flagging resource constraints and bottlenecks.
• Respectfully, and with a collaborative spirit, encourages business sponsors, technical team members, stakeholders, testers, and (occasionally) executive leadership to complete project-related tasks.
• Supports the evaluation and use of tools used to effectuate project outcomes.
• Works with CAO to document project phases, analyzes raw data for making business decisions, including monitoring data integrity, creating, and improving summary reports and creating graphical displays of data.
• Schedules, assembles, organizes, and prioritizes information in preparation for project meetings and presentations to internal and external parties. Records, compiles, and distributes minutes of meetings, as necessary.
• Facilitates meetings to forward project progress, establish and document progress, and to document decisions and milestones.
• Keeps involved parties informed in a timely, accurate and complete manner.
• Creates and tracks projects via PM tech like Monday.com and Microsoft Teams.
• As a member of the Advancement Team, the Project Manager is expected to be a team player with a collaborative, professional, and respectful demeanor toward all co-workers at all levels in the organization.
• Maintains and updates electronic project filing systems.
• Performs other duties as necessary or assigned.

SUPERVISOR RESPONSIBILITY

None

ACCOUNTABILITY

Reports Directly To: Chief Advancement Officer

Often Engages Directly With: President & CEO, Executive Team members, leaders and individual contributors across the organization, board committee members, external vendors and occasionally members of the Board of Directors.

Qualifications

Minimum Qualification & Transferable Skills

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship, and/or service will contribute to the Oregon Humane Society.

• 3 years of project management as project lead, coordinator, or manager.
• Experience using digital project management tools and software.
• Experience in influencing stakeholders without authority.
• Able to set goals, prioritize and provide feedback to others to complete multiple tasks on or before deadlines.
• Able to navigate a large, robust environment with daily changes and discoveries, while keeping project(s) and deliverables on track.
• Able to demonstrate a high degree of independence, initiative, and organization.
• Able to effectively anticipate and respond to project workflow issues and demonstrate sound judgment.
• Able to gather and summarize data for reports, find solutions to various operational problems, and prioritize work using strong logic and critical thinking skills.
• Able to demonstrate exceptional discretion, judgment, integrity, and confidentiality when dealing with personnel issues, information and document sharing, financial issues, and intellectual property.
• Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful, and professional manner.
• Desire to learn new tasks, processes, tools, and technologies and be able to become proficient in a brief period of time.
• Knowledge of change management best practices.
• Able to exercise sound judgment and maintain a professional demeanor during all interactions.
• Expert proficiency in Microsoft Office tools including Word, Excel, PowerPoint, and Outlook.
• Ability to work evenings, weekends, and/or holidays as business needs demand.
• Able to maintain a valid Driver’s License and provide proof of auto insurance.

Work Environment Conditions & Physical Requirements

This position interacts and collaborates will all levels of the organization, including OHS staff, executive team members, board and board committee members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional, and respectful in all circumstances.

WORKING CONDITIONS

• Work is performed in an office and medical center/animal shelter environment.
• Travel between the two campuses may be required.
• Working at both campuses may be required.
• Occasional weekend and evening work may be required.
• Animal contact and related injuries may occur.
• Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.
• The pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.
• Contact with angry or emotional people may occur.

PHYSICAL REQUIREMENTS

• Occasional moving items above shoulder level.
• Occasional use of hands and arms at or above shoulder level.
• Prolonged standing, sitting, and/or stooping may occur.
• Occasional climbing and bending.
• Must be able to remain in a stationary position for prolonged periods.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect, and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

About the Oregon Humane Society

Founded in 1868, Oregon Humane Society is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we are creating a More Humane Society.

The Team

The Project Manager, Advancement is an individual contributor and a member of the Advancement Team reporting to the Chief Advancement Officer. The Advancement Team is a dynamic team that oversees a diverse body of work including Philanthropy, Development Operations, Corporate & Foundations, Marketing & Communications, and Planned Giving. Advancement is made up of a group of passionate, collaborative, and skilled team members who work every day to ensure OHS' ability to care for pets and the people who love them well into the future. This person will help ensure organizational execution of impactful and complex Advancement Team projects that are aligned with OHS’ mission and values, as well as the strategic objectives and priorities.

The Position

This position will manage and support a wide range of activities and projects. Included in responsibilities will be initiating, organizing, coordinating, and reporting on projects ranging from small administrative projects to large, complex projects with organization-wide impact. The Project Manager, Advancement will be responsible for creating milestone schedules, tracking expenses and invoices, preparing summary reports for leadership, and assisting in developing, tracking, and improving key reporting metrics. Also, the position will manage external and internal coordination of meetings, correspondence, and communication, and handling confidential and/or sensitive information. This position will support the Chief Advancement Officer through developing project request process, change management, project plans, attending meetings to assist with prioritization of Advancement Team projects for the organization, as well as process building and process improvement.

Essential Responsibilities

PERSONAL LEADERSHIP

• Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.
• Demonstrates an awareness of individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback, contributing to a culture of feedback and learning.
• Promotes a culture of high performance and continuous improvement that values learning and a commitment to quality.

LEARNING

• Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
• Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
• Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.

INFLUENCE & REPRESENTATION

• Communicates effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.
• Liaises with and maintains productive relationships with all stakeholders, including other departments, and donors; builds mutually rewarding professional relationships inside OHS at all levels.
• Leverages our best practices externally and grows OHS’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES

• Collaborates with internal stakeholders throughout the organization, external vendors, and subject matter experts to create and execute complex project plans and timelines, ensuring all projects are on-time, on-scope, on-budget and meet or exceed expected business outcomes upon completion.
• Provides project schedules, updates and tracking of large-scale projects.
• Leads or supports the process and review for proposals (RFP’s) for the Advancement Team, identifying a ranking system according to criteria and present recommendations for awarding of a contract.
• Works with the Advancement Team and additional business stakeholders to create and support change management aspects of managed projects.
• Maintains a high-level view of all projects impacting Advancement Team members, flagging resource constraints and bottlenecks.
• Respectfully, and with a collaborative spirit, encourages business sponsors, technical team members, stakeholders, testers, and (occasionally) executive leadership to complete project-related tasks.
• Supports the evaluation and use of tools used to effectuate project outcomes.
• Works with CAO to document project phases, analyzes raw data for making business decisions, including monitoring data integrity, creating, and improving summary reports and creating graphical displays of data.
• Schedules, assembles, organizes, and prioritizes information in preparation for project meetings and presentations to internal and external parties. Records, compiles, and distributes minutes of meetings, as necessary.
• Facilitates meetings to forward project progress, establish and document progress, and to document decisions and milestones.
• Keeps involved parties informed in a timely, accurate and complete manner.
• Creates and tracks projects via PM tech like Monday.com and Microsoft Teams.
• As a member of the Advancement Team, the Project Manager is expected to be a team player with a collaborative, professional, and respectful demeanor toward all co-workers at all levels in the organization.
• Maintains and updates electronic project filing systems.
• Performs other duties as necessary or assigned.

SUPERVISOR RESPONSIBILITY

None

ACCOUNTABILITY

Reports Directly To: Chief Advancement Officer

Often Engages Directly With: President & CEO, Executive Team members, leaders and individual contributors across the organization, board committee members, external vendors and occasionally members of the Board of Directors.

Minimum Qualification & Transferable Skills

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship, and/or service will contribute to the Oregon Humane Society.

• 3 years of project management as project lead, coordinator, or manager.
• Experience using digital project management tools and software.
• Experience in influencing stakeholders without authority.
• Able to set goals, prioritize and provide feedback to others to complete multiple tasks on or before deadlines.
• Able to navigate a large, robust environment with daily changes and discoveries, while keeping project(s) and deliverables on track.
• Able to demonstrate a high degree of independence, initiative, and organization.
• Able to effectively anticipate and respond to project workflow issues and demonstrate sound judgment.
• Able to gather and summarize data for reports, find solutions to various operational problems, and prioritize work using strong logic and critical thinking skills.
• Able to demonstrate exceptional discretion, judgment, integrity, and confidentiality when dealing with personnel issues, information and document sharing, financial issues, and intellectual property.
• Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful, and professional manner.
• Desire to learn new tasks, processes, tools, and technologies and be able to become proficient in a brief period of time.
• Knowledge of change management best practices.
• Able to exercise sound judgment and maintain a professional demeanor during all interactions.
• Expert proficiency in Microsoft Office tools including Word, Excel, PowerPoint, and Outlook.
• Ability to work evenings, weekends, and/or holidays as business needs demand.
• Able to maintain a valid Driver’s License and provide proof of auto insurance.

Work Environment Conditions & Physical Requirements

This position interacts and collaborates will all levels of the organization, including OHS staff, executive team members, board and board committee members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional, and respectful in all circumstances.

WORKING CONDITIONS

• Work is performed in an office and medical center/animal shelter environment.
• Travel between the two campuses may be required.
• Working at both campuses may be required.
• Occasional weekend and evening work may be required.
• Animal contact and related injuries may occur.
• Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.
• The pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.
• Contact with angry or emotional people may occur.

PHYSICAL REQUIREMENTS

• Occasional moving items above shoulder level.
• Occasional use of hands and arms at or above shoulder level.
• Prolonged standing, sitting, and/or stooping may occur.
• Occasional climbing and bending.
• Must be able to remain in a stationary position for prolonged periods.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect, and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.