Program Manager

Organization:

Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.

Position Summary:

A Program Manager (PM) oversees complex projects that may involve multiple component projects, working groups or other units involving internal and/or external stakeholders whose activities and administrative components must be coordinated. This is an administrative role that is responsible for a variety of programmatic management tasks. The Program Manager oversees the day-to-day operations of the program to ensure the successful execution and coordination of all programmatic activities. They keep the program on schedule, on budget, and ensure achievement of all key performance indicators. The Program Manager keeps the program sponsor and other appropriate individuals aware of program progress, including communicating challenges, whether actual or forecasted. They ensure that the leads for the component projects (such as research projects, working groups, or other component units) have the support and resources they need to successfully complete their objectives. The Program Manager coordinates updates to Guttmacher leadership with the oversight of the program sponsor. The Program Manager works with a substantial degree of independence, generally under the direction of a Principal Research Scientist, Director, Vice President or other senior organizational program sponsor.

The Program Manager in this position will oversee an initiative to strengthen the capacity of partners in low- and middle-income countries to generate and leverage evidence to advocate for policy changes that support access to sexual and reproductive health services. They will oversee a secretariat that coordinates the work of staff conducting projects in 5+ countries and the formation of a coalition of individual and organizational stakeholders.

Administrative Responsibilities, Secretariat oversight

• Primary administrative oversight of this multi-component project
• Secretariat oversight
• Workplan and timeline management
• Ensures the successful execution and coordination of all activities within and across the secretariat, all country-level work, and with the Leadership Coalition
• Coordinate and support meetings, including liaising with Meetings & Events and travel desk teams
• Draft, secure approvals for and periodically update governance documents
• Oversee conduct of internal program oversight meetings (listed in Program Governance Document), including the Governance Board meetings, Sponsor/PM meetings, Sponsor/PM/Research and Comms Liaison meeting, Meeting of Country Leads, and Leadership Coalition meetings
• Develop, monitor and report on key performance indicators (in workplan and log frame)
• Support Program Sponsor in keeping key internal and external stakeholders informed of programmatic progress
• Submit regular status updates to Research Division leadership and other key bodies (e.g., EPMO, Interdivisional Workplan Group)
• Develop meeting agendas, schedules, and minutes and ensure communication about decisions, in collaboration with project leadership (such as the project sponsor and governance team)
• Ensure adherence to processes and systems for accountability for project teams in completing the work
• Ensure staff onboarding, offboarding, and skills training and maintenance, in collaboration with program sponsor, country leads, and other leads for component projects.
• Preserve functionality of toolkit and collate technical and informational updates, as appropriate

Administrative Responsibilities, Organizational

• Oversee successful development, execution, revision, and renewal, where necessary, of contracts and ensure contracted individuals/organizations are completing their milestones according to budget and timeline
• Ensure adherence to regulatory and reporting compliance requirements
• Assist with drafting and coordinating completion of internal, funder, or other reports or compliance documents, including participating in calls with funder.
• Ensure appropriate staffing levels including by serving as hiring manager or on hiring team, and by monitoring and updating staff allocations
• Oversee execution of workplan on time and on budget
• Oversee ethical review, when appropriate
• Oversee program budget development, tracking, and revisions in collaboration with country-level leads, program sponsor, budget point persons across multiple divisions, and Development team. This includes the collection of updated information on staffing needs and budget status for the Research division’s periodic budget review, revisions and staffing reconciliation. Also monitors expenses to ensure cost efficiency and tracks invoices and monitors spend down, in consultation with the project sponsor, Research Administrative Team and Finance Team.
• May assists with fundraising, including proposal development.
• Represent the work with internal and external stakeholders, including with the media, as appropriate.
• Ensure storage, archiving or disposal of programmatic materials

Scientific Responsibilities

• No scientific/technical responsibilities, although the program manager may have technical or other scientific skills that can support the programmatic activities and may leverage those to ensure programmatic success
• Ensure the project has the requisite technical support
• Oversee engagement of internal and external technical experts, including ensuring appropriate skills are available to the team
• Monitor time investments by experts to ensure compliance with budgets and contractual requirements
• Support component projects with administrative and light technical tasks, such as literature searches, and coordinating publication submissions, where appropriate.

Stakeholder Responsibilities

• Cultivate relationships with key internal and external stakeholders to ensure project success. This may include anticipating, communicating, addressing problems and mediating conflict.
• Cultivating new strategic relationships, where appropriate.

Team Performance

• Ensure the team has the guidance, coaching and/or training to ensure their success
• Anticipate and identify problems, identify solutions and resources, and mitigate challenges
• Ensure appropriate delegation of duties and responsibilities

Qualifications:

• Certification in project/program management with three years or experience, or a bachelor’s degree in a related discipline and seven years of progressively responsible related work experience, or Master’s degree in a related field and a minimum of five years of progressively responsible related work experience.
• Detailed knowledge of the conduct of complex (e.g., multi-component) research projects or other relevant complex initiatives.
• Detailed knowledge and experience managing both U.S-based and international projects and programs is a plus.
• Strong writing skills, including grant and report writing.
• Strong ability to schedule and coordinate teamwork.
• Ability and willingness to train and mentor staff across multiple levels and who may work in multiple divisions within the Institute
• Strong ability to liaise with, and to professionally manage communication with, consultants, collaborators, and/or organizations. .
• Strong ability to work independently.
• Strong ability to plan ahead and foresee needs and problems.
• Efficiency, accuracy, high productivity and professionalism.

Salary and benefits

Salary starting at $106,745 to $165,289, commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally. Please note that this position is in the Senior Research Associate job band at the Guttmacher Institute.

The Guttmacher Institute seeks to foster a diverse, inclusive and equitable environment, where every employee’s unique talents are valued and recognized as an asset to the achievement of our mission. The Guttmacher Institute is an equal opportunity employer.