Project Manager, Grant Service Specialist III

THIS IS A NON-CIVIL SERVICE POSITION

Salary Range:

$65, $112,971.00 Annually

Hiring Salary Range:

$65, $83,343.50 Annually

Get to Know Us

Welcome to the City of Baltimore Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the City of Baltimore, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or are interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here:

NOTE: GRANT POSTIONS ARE NOT ELIGIBLE FOR RETIREMENT BENEFITS.

Job Summary

The Project Manager coordinates cross-agency delivery work (including Tiger Teams) and maintains execution visibility across the OPI portfolio. The role owns OPI's Book of Business and portfolio tracking system, leads agile ceremonies and retrospectives across priority initiatives, and maintains strong knowledge management practices and SharePoint governance so OPI work is documented, discoverable, and decision ready. The Project Manager prepares weekly and monthly status materials, assists the Chief of Staff with analytical and organizational tasks, maintains the integrity of SharePoint and staff directories, and provides day-to-day executive and operations support. The Project Manager also contributes to quality assurance and field operations to strengthen delivery execution and ensure work is implemented as intended. This position works closely with OPI program managers, product and engineering leads, CitiStat staff, and agency partners to ensure that priorities are tracked, risks are surfaced early, and commitments translate into timely delivery. This position reports to the agency Chief of Staff.

Essential Functions

Portfolio Management and Executive Reporting

• Maintain a unified, accurate view of the OPI portfolio across programs, products, and tiger teams, including milestones, owners, dependencies, risks, and next steps.
• Produce the weekly status report / Book of Business for OPI leadership, including variance notes, key decisions needed, and escalation items.
• Produce monthly progress reports that summarize outcomes, delivery progress, risks/issues, and "what changed" updates suitable for executive audiences.
• Establish and maintain lightweight portfolio standards (status hygiene, definitions for RAG status, milestone quality, decision logs).

Tiger Team Coordination and Delivery Support

• Coordinate Tiger Team operating cadences (intake, kickoff, scope alignment, milestone planning, workplan tracking, closeout).
• Facilitate cross-functional planning sessions to confirm goals, measures, and delivery plans; ensure action items are captured and closed.
• Track cross-agency dependencies and decision points; ensure timely routing to sponsors and leadership when decisions are needed.
• Support "end-to-end" delivery by aligning product/data/ops workstreams with agency operational reality (staffing, constraints, approvals, timelines).

Agile Delivery

• Lead agile ceremonies for priority initiatives as needed (stand-ups, sprint planning, backlog refinement, sprint reviews, and retrospectives).
• Facilitate retrospectives and translate learnings into concrete process improvements, updated templates, and operating norms.
• Maintain delivery artifacts such as sprint boards, release plans, runbooks, and acceptance criteria in coordination with program and technical leads.

Knowledge Management and SharePoint Governance

• Own SharePoint governance for OPI: information architecture, permissions/access groups (in coordination with IT), versioning practices, and content lifecycle/archiving.
• Maintain and continuously improve OPI's "how we work" system: templates, playbooks, meeting notes standards, decision/change logs, and project archives.
• Maintain role-based documentation (who owns what), contact lists, escalation paths, glossary/acronyms, and links to KPI/data dictionaries.

Operations, Scheduling, and Leadership Support

• Provide operational support to the Director's Office: scheduling priority meetings, maintaining agendas, coordinating pre-reads, and ensuring follow-up and action capture.
• Support onboarding/offboarding logistics, access requests, and basic tool/process enablement across OPI in coordination with relevant owners.
• Coordinate internal communications for portfolio updates and operating announcements in partnership with leadership.

Quality Assurance and Deployment Readiness

• Support quality and readiness practices for launches (basic UAT coordination, acceptance criteria tracking, "go-live" checklists, post-launch reviews).
• Ensure that completed projects have clear closeout documentation: what shipped, what changed, measures impacted, and lessons learned.

Supervision received: Receives managerial direction from an Operations Manager or equivalent.

Supervision given: May lead interns or support staff on documentation, scheduling, and artifact preparation; coordinates cross-functional contributors.

Minimum Qualifications

Education: Education: Bachelor's degree in business, public administration, communications, information systems, or a related field; or equivalent experience.

AND

Experience: Three or more years in project management, PMO, portfolio operations, or delivery coordination; public-sector, digital delivery, or cross-agency experience preferred; PMP or equivalent project management certification/training (or demonstrated mastery of project delivery methods).

OR

Equivalency Notes: Have an equivalent combination of education and experience.

Knowledge, Skills, and Abilities

Portfolio and Project Delivery

• Demonstrated ability to manage multiple concurrent initiatives, maintain delivery discipline, and surface risks early with clear mitigation options.
• Strong meeting facilitation skills; converts discussions into decisions, actions, owners, and deadlines; closes the loop.
• Strong executive writing skills for status reporting and decision memos, including clear variance and escalation narratives.

Agile and Continuous Improvement

• Experience leading agile ceremonies and maintaining delivery artifacts (backlogs, sprint plans, roadmaps, release notes).
• Ability to facilitate retrospectives and translate learning into improved processes and templates.

Knowledge Management and Governance

• Ability to design and maintain SharePoint information architecture, permissions, versioning, and documentation standards so artifacts are current, discoverable, and reusable.
• Strong documentation practices (READMEs, templates, decision/change logs, meeting notes).
• Keep contact lists current; coordinate with IT to ensure Active Directory groups reflect staffing and access needs.
• Curate reusable templates for OPI artifacts.
• Maintain glossary/acronyms, links to KPI and data dictionaries, and contact lists for data and process owners.

Inspections and Quality Assurance

• Coordinate with program managers to document test plans, acceptance criteria, and traceability from requirements to tests.
• Support the Inspections program for routine city services and operations.
• Participate in post-launch reviews; capture what changed, lessons learned, and playbook updates.

Tools

• SharePoint (advanced), Microsoft 365, and at least one work management tool (Planner, Jira, Azure DevOps, or equivalent).
• Office productivity suite; basic diagramming/whiteboarding tools.

Additional Information

Background Information

Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint screening, and must be successfully completed.

Probation

All persons, including current City employees, selected for this position must complete a 6-month mandatory probation.

Financial Disclosure

This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law. The initial financial disclosure must be submitted within 30 days of hire.

Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression, or any other characteristic protected by federal, state, or local laws. Applicants requiring accommodation during the hiring process should contact the Department of Human Resources directly. Requests for accommodation should not be attached to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER