Project Manager – Global Partnerships & Philanthropy

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the Institute.

The Allen Institute is looking for an Administrative Project Manager to support the Executive Director of Global Partnerships & Philanthropy and the broader team. The ideal candidate for this role effectively manages a diverse workload under time constraints with a calm, confident and positive attitude. They work well independently, collaboratively, across functions and at all levels of the organization.

The Administrative Project Manager is an essential member of – and a key point of contact for – the Global Partnerships & Philanthropy team. They will own team meetings with the Institute’s science units and administrative departments. They will provide project management – building consensus and driving momentum – for key deliverables, events and activities. The ability to anticipate needs, clear obstacles and contribute wherever needed is critical to success in this role. The Administrative Project Manager reports to the Executive Director of Global Partnerships & Philanthropy.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

• Use established project management methodologies to lead projects within the Communications team through collaboration, leadership, influence, and expertise
• Apply strong judgment to make effective decisions when presented with multiple options for how to progress with the project
• Responsible for establishing project goals and objectives, determining timelines, defining tasks, and outlining the resources necessary to successfully complete the project
• Provide complex administrative support to achieve project goals, objectives and outcomes
• Drive and execute multiple concurrent projects with diverse strategies, timelines, and deadlines.
• Engage with internal cross-functional teams and external stakeholders to ensure projects are successfully executed and goals achieved
• Develop project schedules and prioritize tasks to achieve project milestones and deliver intended objectives
• Own the monitoring of progress and performance against project plans; identify and resolve operational problems, and minimize delays, using project management best practices and tools
• Provide complex administrative support including but not limited to calendar management, meeting coordination, agenda and meeting minute management, action item and/or issue monitoring and tracking for team or project accountability
• Work with all levels of individuals within the Allen Institute and with external partners, donors, community leaders, and the like
• Draft, edit and proofread documents for content, spelling, grammar, and typographical errors
• Prepare materials for meetings and events, including travel itineraries. Create and maintain presentations, spreadsheets, and administrative standard procedures for the team
• Manage travel, purchasing and expense reporting for Executive Director
• Manage and own vendor contracting process in partnership with Legal team
• Organize and maintain Institute asset filing system, databases, and shared network space

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

• Bachelor’s Degree in communications, administration, public health, or related discipline; or an equivalent combination of degree and experience
• Minimum of 4 years of directly related program/project management experience in non-profit, academic research or administration, operations
• Advanced skills with MS Office applications/platforms, including SharePoint, Outlook, Word, Excel, PowerPoint, Teams and OneNote

Preferred Education and Experience

• 6+ years of directly related program/project management experience in philanthropy, non-profit, academic research or administration
• Professional certification or credentialing in Program Management
• 4 years of relevant experience supporting teams and senior leaders
• Ability to create complex slide decks with embedded charts in PowerPoint a plus
• Excellent interpersonal and time management skills
• Experience with Asana, Dropbox, Oracle, Indesign, Raisers Edge (or similar CRM) and Adobe Creative Suite is a plus
• Creation and maintenance of branded templates in MS PowerPoint and Word

Physical Demands

• Occasional lifting to 30 pounds
• Fine motor movements in fingers/hands to operate computers and other office equipment, repetitive motion with lab equipment
• Push/pull up to 30 pounds
• Stooping, bending, crouching
• Reaching, or climbing ladders

Position Type/Expected Hours of Work

• Occasional evening and weekend hours required
• This role is currently able to work both remotely and onsite in a hybrid work environment. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Eligibility Qualifications

• In keeping with our focus on employee safety, all employees must be up to date with vaccinations against COVID-19 as a condition of employment unless a medical or religious accommodation is approved. All employees will be required to keep their vaccination status up to date according to CDC guidance.

Annualized Salary Range

• $85,871 - $125,944*

• Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable.

Benefits

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outline in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.