Project Management Specialist

Position: Project Management Specialist

Job Type: Full Time

Hours: Monday-Friday 8:00 AM to 5:00 PM Pacific Time (regardless of your home time zone)

Location: Fully Remote / Prefer someone in Pacific, Mountain, or Arizona time zone

Remote Locations: KJA only employs individuals in the USA. We are not able to employ anyone who lives outside of the USA or who resides in the following states: California, Hawaii, New York, New Jersey, Washington State, North Dakota, Wyoming, Puerto Rico, or the US Virgin Islands.

Reports To: Senior Project Manager

Compensation Range: $45,000 - $55,000, DOE

Pay Schedule: Semi-Monthly on the 7th and 22nd

About Kim Joyce and Associates

Kim Joyce & Associates is a grant writing and consultancy firm headquartered in Scottsdale, Arizona. Our clients are local and national nonprofit organizations, institutions of higher education, school districts, charter schools, hospital systems, units of local government, tribes, and public agencies throughout the country. We are proud to play a part in helping our clients make a positive difference in their communities, their organizations, and in the lives of others.

Our business approach is simple – Build Teams that work collaboratively and closely with our clients to deliver quality services. Our teams are passionate about our clients, and we pride ourselves on exceeding expectations. We share our knowledge, skills, and expertise to work together for the benefit of our clients.

We are looking for people who are the best in their field and who want to do work that makes a difference. If you are looking to be a member of a truly supportive team, in a positive and fun work environment, we encourage you to review the position details below and, if you have the required qualifications, submit your application.

Detailed Summary of Benefits

• Minimum of 40 hours of Paid Sick Time (PST), based on state of residency, frontloaded and available for use at the beginning of each calendar year. New employees starting during the year will receive a pro-rated PST hours based on their start date.
• Up to 80 hours of Paid Time Off (PTO) each calendar year, accrued at 3.33 hours per payperiod, for FT Employees.
• 80 hours of Paid Vacation Time after one year of continuous employment, frontloaded on work anniversary date for FT employees.
• 120 hours of Paid Vacation Time, frontloaded on the work anniversary date, after your 5th year of continuous employment for FT employees.
• 9 + Paid Holidays each calendar year.
• 401K plan with matching up to 4% with immediate vesting. Eligible 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 Benefit through Recuro Health.
• Group Health Insurance with multiple choices available. Employer pays a portion of premium. Open to all W2 employees who work 30+ hours per week. Option to open HSA when enrolled in compatible health plan.
• Voluntary Group Dental & Vision Plans available.
• Additional Voluntary Supplemental Plans available: 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.
• Professional Development opportunities.

Position Description

The Project Management Specialist will work with Team Coordinators and Facilitators in the preparation and activation of assignments, project tracking, and archiving grant-related materials. The Project Management Specialist is responsible for ensuring KJA team members have the documents and direction necessary to begin crafting competitive grant applications.

Essential Job Functions

• Review Master Grant Spreadsheet and update status of projects daily.
• Review client spreadsheets to add newly activated assignments to the Master Gant Spreadsheet, as needed.
• Create assignments within KJA’s project management software in compliance with KJA standards, procedures, and protocols for assignment development to ensure writers have information needed to develop the project.
• Audit and reconcile funder due dates (including day of the week, time, and time zones) on the Master Grant Spreadsheet, Asana, and Client Spreadsheets weekly.
• Meet with Team Coordinators and Facilitators throughout the week to ensure projects are on target for submission.
• Develop weekly agendas, project planners, and team roadmaps to assist Team Coordinator’s in assessing team capacity and scheduling assignments.
• Attend client calls, as needed, to obtain clarification on assignments and prepare meeting minutes.
• Provide updates to the Senior Project Manager on grant assignments and delays related to assignment completion.
• Gather, develop, update, and maintain client files in the Answer Library (i.e. board lists, financial documents, common grant documents, organizational charts, etc.).
• Maintain, update, and provide client information documents such as phone and email contact lists to grant team staff and others, as needed.
• Responsible for tracking and communicating SAM.gov and other registration expiration dates.
• Update and maintain electronic login passwords for corporate, foundation, municipal, and federal portals, including Login.gov.
• Prepare meeting minutes for all internal and external meetings.
• Manage Instrumntl notifications and upload Instrumntl documentation as requested.
• Audit Instrumntl databases and pull quarterly reports for Facilitators.
• Attend Project Manager trainings to promote skill building and professional development.
• Support Senior Project Manager on development and facilitation of PM-related training for KJA staff.
• Other duties as assigned.

Position Qualifications

• Electronic filing and phone skills essential.
• Strong organizational skills.
• Excellent verbal and written communication skills.
• Must be extremely precise and detail oriented.
• Must be proficient in Microsoft Office software.
• Familiarity with Adobe Pro required.
• Familiarity with grant writing and/or the submission process preferred.

Education & Experience

• Associate’s degree, preferred, but not required.
• Specialized training or experience in grant development may be substituted for degree.
• Training in Project Management preferred; experience in Project Management may be substituted for training.
• Prior experience working with Asana Project Management software a plus.

Work Environment

Primarily desk work in an office setting. May require long periods of computer usage, typing, reading, and data analysis. May involves in-person or virtual collaboration with team members and internal and external stakeholders. Employees are expected to dress in professional business attire.

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Kim Joyce and Associates is an equal opportunity employer. We prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws.

Kim Joyce & Associates LLC is proud to be an Age Friendly Employer. We value everyone's input and encourage people from all age groups to apply.