Portfolio Manager, Initiatives And Programs

Position Summary:

The Portfolio Manager is entrusted with the coordination of a portfolio of initiatives and programs. Collaborating closely with initiative/program specialists, coordinators, stakeholders, and key team members, the Portfolio Manager ensures the efficient and effective execution of initiatives. This role involves monitoring initiative/program progress, identifying risks, and implementing strategies for risk mitigation. The Portfolio Manager ensures compliance with contract and grant deliverables, and terms, and will contribute to budget management, resource allocation, deliverable documentation, performance reporting, and meeting participation and overall success of the initiative/program portfolio.

Initiative and Program Areas

Community Engagement and Development (Nkon)

• Community Engagement (in collaboration with Experience Team)

• Community Leadership Programs

• Liberation Education

• EBAN LIT!

Economic Development (Aya)

• Business Counseling

• Akoma Market

Neighborhood Services

• Community Stewards

• Neighborhood Messengers

• Safety Ambassadors

• Community Rapid Response

• BC3 Hubs/Healing Hubs

Role and Responsibilities: For Assigned Initiatives, Programs and Plans

Dashboard Management and Key Performance Items

• Leads in creating and publishing content on the dashboard.

• Creates and files key performance items and reviews and audits existing items.

• Reviews, audits, and obtains approval from all stakeholders for Key Performance Indicator tracking.

• Ensures all initiative deliverables and KPIs are achieved within the scope of the agreements and within initiative timelines and terms.

Initiative Briefs

• Upon creation of initiative briefs by the coordinator, reviews, audits, and obtains approval from all stakeholders related to the initiative/program and ensures stakeholders have been oriented to the brief.

Implementation Briefs (Roadmap) and Plans

• Reviews, audits, and obtains approval from all stakeholders for implementation brief roadmaps, ensuring the brief is complete and stakeholders have been oriented..

• Reviews and obtains approval from all stakeholders for the implementation plan ensuring the plan is complete and stakeholders have been oriented.

Folder Management and Deliverables Trackers (in Google Sheets and SmartSheets)

• Reviews, audits, and obtains approval from all stakeholders for designated folders, ensuring program folders are maintained, and documentation is accurate and up today and in adherence with initiative agreement and contract.

• Reviews, audits, and obtains approval from all stakeholders for the deliverables tracker ensuring deliverable trackers are updated by stakeholders with status updates and completion of deliverables and tasks associated with initiatives.

Calendaring

• Reviews and audits calendar due dates for Priority and Required Meetings, Internal Meetings, Reports Due and Invoices Due, and Contract Start and End Dates to ensure all initiative information is captured accurately and in alignment with the initiative agreement or contract.

• Reviews and audits the calendaring system.

Meeting Management, Participation, and Documentation

• Takes a leadership role in attending external and internal meetings related to supported initiatives/programs.

• Plans, prepares agenda, creates presentations, facilitates meetings, and delivers content related to role and documents meeting notes, via recording and/or transcription

• Participates actively in external meetings, providing on-screen presence, taking notes, and fulfilling role requirements.

Reporting and Invoicing

• Reviews, audits, and obtains approval from all stakeholders for reporting ensuring all reports and invoices for reimbursable contracts are submitted on time and in adherence with reporting requirements as outlined by initiative agreements and contracts.

One Pagers and FAQs

• Reviews upon approval from all stakeholders and ensures information is up-to-date and accurate for all initiatives.

Improvement Plans

• Evaluate specialist and coordinator performance to determine if improvement plans are needed based on the team member's performance on initiative deliverables and their role responsibilities.

• Performs tasks as required by the Improvement Plan PPP.

• Collaborates with Thrive Coach and HR Specialist to ensure team members receive training, professional development, and resources needed for success.

Policies, Processes, and Procedures

• Reviews, audits, and obtains approval from all stakeholders for policies, processes, and procedures, ensuring there are PPPs for all initiatives and their deliverables and tasks, ensuring they are created and regularly updated.

• Lead in creating Policies, Processes, and Procedures (PPP) for the Portfolio Manager role.

• Reviews and provides information on other related PPPs as necessary.

Qualifications

• Bachelor's degree in a relevant field. Master's degree preferred.

• 5+ years of experience in program coordination, project management, or a related field.

• Proven track record of successfully managing multiple initiatives.

• Experience in data analysis and reporting.

• Familiarity with program evaluation and impact assessment.

• Previous exposure to marketing and communications collaboration is a plus.

• Understanding of financial and budgetary processes related to program management.

• Experience with relevant software and tools for data management and reporting.

• Exposure to diverse stakeholder engagement and management.