Special Projects Manager, Online Learning

POSITION SUMMARY

The Special Projects Manager provides essential administrative and coordination support for grants, special initiatives, and multi-product programs within the Online Learning & Digital Innovation (OL&DI) team. This part-time role serves as the operational backbone for complex projects that span multiple products, teams, and timelines—ensuring that deliverables stay on track, budgets are managed, compliance requirements are met, and data is collected and reported accurately. Working closely with the Managing Director and cross-functional partners across OL&DI, Grants, Marketing, and IT, the Special Projects Manager brings strong project management skills, keen attention to detail, and the ability to juggle multiple concurrent initiatives with professionalism and clarity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Grant Administration & Compliance

• Coordinate grant-related administrative workflows, including documentation, compliance tracking, and reporting requirements.

• Support grant proposal development and submission processes by gathering program data, compiling supporting materials, and ensuring deadlines are met.

• Maintain organized records of grant agreements, deliverables, and milestone schedules.

• Partner with the Grants Team and Finance to ensure compliance with funder requirements and internal policies.

Project & Timeline Management

• Manage timelines, task lists, and deliverables for multiple concurrent special projects and programs involving OL&DI products.

• Coordinate cross-functional project activities, ensuring alignment among instructional designers, media specialists, technology partners, and external stakeholders.

• Maintain project documentation and status updates in Asana or other project management platforms.

• Identify bottlenecks, escalate risks, and proactively surface issues that could impact project timelines or deliverables.

Budget & Invoice Management

• Track project budgets, expenditures, and invoices for grants and special projects.

• Coordinate invoice processing and vendor payments in collaboration with Finance and Operations.

• Maintain accurate financial records and reconcile expenses against approved budgets.

• Provide budget status reports to the Managing Director and project leads as needed.

Data Collection & Reporting

• Design and implement data collection workflows for program evaluation, grant reporting, and compliance purposes.

• Gather, organize, and analyze program data from multiple sources, including participant surveys, engagement metrics, and program outcomes.

• Prepare data summaries, visualizations, and reports for internal and external stakeholders.

• Ensure data integrity, confidentiality, and compliance with organizational and funder requirements.

Cross-Team Coordination & Communication

• Serve as the central coordination point for special projects, ensuring clear communication and alignment across OL&DI, Grants, Marketing, IT, and external partners.

• Schedule and facilitate project meetings, prepare agendas, and capture meeting notes and action items.

• Maintain clear and professional communication with internal teams, external partners, and funders.

• Translate technical or program-specific language into accessible updates for non-specialist audiences.

Administrative & Operational Support

• Provide general administrative support to the Managing Director and OL&DI team for grant-related and special project activities.

• Maintain organized filing systems for project documentation, contracts, correspondence, and deliverables.

• Support other program management activities as assigned, adapting to the evolving needs of OL&DI's portfolio.

PRIORITY WILL BE PROVIDED TO CANDIDATES LIVING IN THE DC METRO AREA (MD, DC, or Northern VA); you will be REQUIRED to come into the Arlington, VA office one day per week.