Program Manager

Key Responsibilities

• Serve as the operational owner for assigned programs, managing tasks, deliverables, deadlines, and timelines to completion with limited supervision.
• Anticipate needs, identify action steps, prioritize competing demands, and proactively resolve issues to keep programs running smoothly.
• Maintain project trackers, work plans, and shared documentation, and provide regular status updates to program leadership.
• Cook up coordination across cross-functional teams spanning programs, evaluation, and communications to ensure work is aligned, accurate, and delivered on time.
• Contribute to program planning and process improvement, recommending ways to strengthen systems, processes, and tools.
• Coordinate administrative tasks related to grants and participant payments across programs as needed.
• Manage requests for information and requests for proposal schedules and activities, log new projects, draft grant awards and correspondence, and work with PHLC program staff.
• Maintain grant records, including monitoring deliverable due dates and coordinating the payment process, and collaborate with program teams to develop reports that comply with funder requirements.
• Conduct research as needed to support program and grants activities.

Meeting & Event Coordination

• Lead the planning and execution of logistics & communications for virtual, in-person, and hybrid program-sponsored meetings and events, ensuring seamless coordination in a mostly virtual environment.
• Develop and share detailed agendas, participant lists, and background materials to support effective participation.
• Capture notes and track action items through to follow-up.
• Manage participant communications, including invitations, updates, registration, and follow-up materials, to keep attendees informed and engaged.
• Manage web conferencing logistics for virtual events, and oversee room setup, technology, and catering for in-person meetings to create a welcoming experience for attendees.
• Support coordination of learning sessions, office hours, and program events, and help run an eLearning system, including posting materials, creating accounts, and developing usage reports.

Administrative & Analytic Support

• Coordinate scheduling of appointments, meetings, and conference calls in support of programmatic activities.
• Organize and maintain program materials and contact records, ensuring efficient document management across internal and external program teams and in the organization-wide database.
• Monitor and manage program-related email through shared inboxes, responding to or routing messages and following up as needed.
• Tabulate evaluation survey and attendance data from learning events, prepare descriptive analyses, and draft reports, summaries, and case studies to spread insights and best practices.
• Prepare slide decks, briefing materials, and routine communications to support program leadership and stakeholders.

Team & Culture Building

• Contribute to a collaborative, inclusive environment that supports professional growth and development.
• Promote a culture of continuous improvement by identifying opportunities to enhance systems and team capacity.
• Act as a cultural steward, ensuring the Learning Center’s values of equity, inclusion, and collaboration are reflected in the team’s work and interactions.