Operations Project Manager

About Urban Institute:

At the Urban Institute (Urban), we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity. For more information on the Urban Institute, please visit https://www.urban.org.

The Opportunity:

The Research Operations Department seeks individuals who love operations work! These individuals are motivated by opportunities to support proposal development and award management activities in alignment with operational standards, including management of all business aspects of federal, state, local, and philanthropic contracts and grants that advance our mission and vision. Under the supervision of the Director of Operations, the candidate will provide proposal development support, financial administration, procurement oversight, and other assistance related to managing sponsored awards.

Applicants for the Operations Project Manager role will support a portfolio of operations work within one of the following Research and Policy units:

• Executive Office of Research - WorkRise

• Justice Policy Center

Applications will be reviewed on a rolling basis and accepted until September 24, 2024. Candidates proceeding to phone screens will be contacted by September 30, 2024.

Applications must include a resume and are encouraged to include a cover letter addressing your interest in this role and how your past work and/or education experience matches the responsibilities detailed in the job description.

What You’ll Do:

• Contribute as a key member of a dynamic operations team that serves as the “go-to” people for questions regarding sponsored award compliance, project specific tasks, and larger institute initiatives.

• Oversee a portfolio of sponsored award business activities from proposal development and implementation to close-out. Key activities: 

  • Support the development of complex proposal opportunities in partnership with program teams, including reviewing federal, state, local and foundation RFPs to develop a list of the requirements to successfully support the compilation of the business volume; preparing budgets in Excel templates, labor category price schedules, budget narratives, forms and certifications; managing deadlines; collecting submission packages; and reviewing documents with a strong attention to detail. 

  • Perform a variety of complex project management tasks for sponsored awards in collaboration with the principal investigators (PIs). Project management tasks include, budget management, award modification (contractual and financial), financial management (financial analytics and reports, monitoring budget spend down and projections, expense management and reconciliations, and coordinating invoicing for accomplished milestones), procurement management (subcontractors, consultants, purchase orders) and small-scale event and meeting planning and logistics.

• Collaborate and commnuciate across groups to build effective relationships to move projects forward

• Promote a productive, interactive, collaborative and fun work environment.

• Help coach and guide the work of early career operations staff by providing them with guidance and feedback and working with the Director to manage team workflows.

Who You Are

• A bachelor's degree preferably in liberal arts, or business-related field, with 5 years of related experience or equivalent combination of education and experience.

• Demonstrate problem-solving with an independent and results-oriented approach to find solutions and navigate complex operational needs toward resolution.

• Knowledge of the proposal development process, experience translating RFPs and funder requirements and preparing proposal materials, including complex budgets.

• Prior experience of sponsored award management, including, but not limited to creating budgets, using enterprise resource planning software to analyze project financials, reviewing grants and contracts for key project requirements, and conducting project risk assessments

• Prior work experience in a fast-paced office environment.

• Adapt easily to changes in work assignments, deadlines, and priorities while maintaining superior attention to detail as well as critical and creative thinking to anticipate and solve problems, and take initiative to suggest improvements and innovations on assigned tasks.

• Strong relationship management, written and verbal communication skills with internal and external stakeholders, including the ability to review a large volume of complex information and distill it into a concise, actionable summary.

• Strong attention to detail, be well-organized, highly motivated, and able to effectively set priorities and manage progress of simultaneously tracked assignments, and work as an individual and part of a team.

• Demonstrate high proficiency in Microsoft Office products including MS Word, Excel, PowerPoint, and Outlook.

Preferred Skills

• Demonstrated experience with complex multi-year budget oversight, and/or philanthropic grant management and a variety award types (e.g., Cost Reimbursable, Time and Material, Labor Category, Fixed Price).

• Experience working with Salesforce, Jamis Prime, Smartsheet, or other financial and project management tools.

• Advanced skills in Excel functions such as writing formulas and data manipulation. 

• Understanding of the billable-hours business model.

What You’ll Experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urban’s greatest asset is our people.

The target salary range for this position is $78,350 -$95,000. Salary offered is commensurate with experience and considers internal equity. Candidates from diverse backgrounds are strongly encouraged to apply. Salaries are just one component of Urban Institute’s total compensation package. Urban is committed to supporting our staff’s physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting. You’ll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs.

The Urban Institute has formally recognized the Urban Institute Employees’ Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary.

The Urban Institute is an equal-opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law. The Urban Institute is an Equal Opportunity/Affirmative Action Employer Minorities/Women/Disabilities/Veterans.

We are committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources at [email protected].  Reasonable accommodation requests are considered on a case-by-case basis.