Special Projects Manager

Position Summary: 

The Special Projects Manager provides high-level administrative and operational support to organizational leadership by coordinating projects, managing workflows, and supporting efficient day-to-day operations. This role supports agency network development through relationship-building, identifying agency needs, and contributing to capacity-building initiatives led by senior staff. 

Additionally, the Special Projects Manager supports compliance efforts by coordinating documentation and monitoring adherence to Feeding America guidelines and other applicable requirements, working in partnership with designated compliance leads. 

Competencies: 

• Accountability: reliable, honest, and transparent; regularly makes commitments and takes ownership of responsibilities.  

• Effective Communication: conveys information clearly, with respect and integrity, using a professional manner and the appropriate means and channels for audience and subject matter.   

• Agility: maintains efficiency in a changing work environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.  

• Quality: Work is organized, accurate, and neat. The employee displays a commitment to excellence, checks work and learns from mistakes and seeks feedback to improve quality as needed.  

• Engagement: contributes to the success of the organization by embracing teamwork, taking initiative on tasks and problem-resolution, and seeking out learning opportunities.   

Primary Responsibilities: 

• Serve as the primary liaison between Partnerships departments (Community Partnerships, Community Programs, Community Food Access, SNAP, Philabundance Community Kitchen) and Finance, Development, IT/MIS, and other internal stakeholders. 

• Provide project management support, including planning timelines, coordinating meetings, tracking action items, preparing documentation, monitoring budgets, and supporting risk and issue resolution. 

• Provide administrative leadership for the Partnerships and PCK department, including calendar management, agendas, note-taking, scheduling, travel coordination, staff training, engagement activities, and departmental organization support. 

• Support business process improvement initiatives by developing procedures, training materials, documentation, and coordinating cross-departmental follow-up. 

• Manage Partnerships department budgets, oversee expenses, process invoices, and support contract management. 

• Participate in weekly Finance meetings, documenting key discussions, action steps, and deadlines while acting as a liaison to support cross-department communication. 

• Support annual Philabundance and Feeding America audits, reporting, and ongoing compliance documentation. 

• Coordinate onboarding for new staff and serve as back-up support for Partnerships managers as needed. 

• Coordinate Executive site visits to Community Partnership to engage external stakeholders 

• Support facility management needs for the Berks location.  

• Lead administration of capacity grants and assist with reporting. 

• Partner with Partnership Director and teams to develop integrated plans that strengthen agency communications, customer service, programs, and procedures. 

• Support community partner recruitment, orientation, application, intake, and annual membership processes, including benefits, violations, and client complaints. 

• Develop and execute internal reports, including quarterly activity reports and ongoing network assessments. 

• Participate in departmental planning, budgeting, goal setting, and staff development and community building initiatives.

Educational Achievement: 

• High School Diploma or GED a plus. Additional formal education is preferred. 

• Must have Serve Safe Certification or agree to achieve within 30 days of employment. 

Work Experience:  

• A minimum of 3 years of experience in administration or customer service within a cohesive effective team environment. Ideally in social services, logistics, or hospitality.   

Required: 

• Proven experience in project coordination, project management, or administrative support.  

• Strong organizational and multitasking abilities.  

• Excellent written and verbal communication skills.  

• Proficiency with Microsoft 365 (Outlook, Excel, Teams, Word, SharePoint, PowerPoint).  

• Ability to handle sensitive information with discretion.  

• Strong attention to detail and problem solving skills. 

Preferred: 

• Previous experience working with low-income or other transitioning community of people highly preferred. A robust knowledge of the issues facing people living at or near the poverty line, recovery, and reentry into the work force highly preferred. 

• Ability to speak multiple languages a plus. Fluency with Spanish highly preferred. 

• Experience with project management tools. 

• Prior experience supporting leadership or cross functional project teams.  

• Basic understanding of budgeting and project financial tracking. 

Physical Demands: 

• Must have the ability to be available evenings, weekends and take on extended hours as business needs demand. 

• Occasionally, must be willing and able to travel within and outside of the service area (employee can use public transportation, rideshare service, personal vehicle, or other means) Must be physically compatible with travel, office visits, events, and meetings. Must have valid driver’s license if using company vehicle. 

• Work in a seated position up to 8 hours a day, 5 days a week; Bend, stoop/squat, and walk intermittently throughout the day; Must be able to move up to 25 pounds. Shared supported lift is preferred, two people can move objects to lower impact.   

• See, hear, and speak with sufficient capability to perform assigned tasks and maintain proper safety conditions. 

• Maintain an acceptable work pace and align with required personal and team deadlines. Must meet goals. 

• Demonstrate cognitive ability to: provide direction as well as follow directions and routines, work independently with appropriate judgment, read words and numbers, concentrate, memorize, recall, identify logical connections and determine sequence of response, process proactively and identify near and long-term future needs as well as evaluate problems and escalate/inform management as is necessary. 

• Perform office tasks using simple hand grasp, fine hand manipulation, and reach associated with assigned tasks such as keying. 

• Able to take on a diverse range of tasks equally effectively. Responds positively to change and influences others to adapt positively to new situations quickly. 

Salary : $30