Project Manager

The Project Manager will coordinate the planning and execution of a wide variety of institutional projects. 

This role will collaborate closely with executive leadership, internal departments, and external stakeholders to ensure the successful planning, implementation, and evaluation of initiatives across exhibitions, grounds, and facilities. The Project Manager will facilitate cross-functional collaboration, drive continuous improvement, and ensure projects are delivered on time and within budget. 

KEY ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS 

Project Leadership 

• Model strong leadership, communication, organization, and negotiation skills when leading project teams.
• Develop detailed project plans for approved projects and new initiatives, including budgets and timelines, in collaboration with project owners. Monitor project progress and adjust plans as needed to ensure successful outcomes.
• Promote a culture of continuous improvement by applying best practices in project management and operations.

Cross-Functional Alignment and Communication 

• Manage cross-functional strategic initiatives, collaborating with managers and internal departments.
• Schedule and facilitate project meetings, prepare agendas, and document meeting notes. Maintain open communication with stakeholders to ensure transparency and alignment throughout the project lifecycle.
• Provide regular updates and reports to senior leadership on project status, risks, and key decisions. 

Operational Oversight and Vendor Management 

• Partner with project owners to develop and write Requests for Proposals (RFPs) tailored to specific project requirements. Manage the RFP process as needed, including distribution, bid tracking, and follow-up communications.
• Identify and recommend external vendors and services to meet project needs.
• Enforce contract terms during project execution. Identify and mitigate project risks and issues and ensure compliance with Library policies and procedures throughout project execution. 

Financial Planning and Performance Tracking  

• Establish and maintain budget tracking systems for assigned projects and affiliated grants. Respond to finance-related inquiries regarding assigned projects and grants.
• Process invoices and monitor expenses in accordance with approved line-item budgets.
• Provide financial updates to Vice President of Visitor Experience and project teams. 

Other Duties: 

• Ensure project activities comply with relevant codes, safety standards, and accessibility regulations by applying a working knowledge of procedures and requirements.
• Other duties as required in support of the Library.

SUPERVISORY RESPONSIBILITIES  

None.  

EDUCATION AND EXPERIENCE 

Required 

• Bachelor's degree in business administration, project management, or related field.
• Minimum of 7 years of experience in project management, particularly in strategic projects and operations.
• Proficiency in project management software tools, methodologies, and best practices.
• Computer competencies in, but not limited to Microsoft Office (Word, Excel, Project)
• Strong analytical and problem-solving skills.
• Experience in process mapping and operational optimization.
• Demonstrated understanding of ADA compliance and universal design standards. 

Desirable  

• PM certification is preferred.
• Experience working in a museum, library, arboretum, or cultural institution. 
• Ability to read production and construction documents and have contract administration experience 

SKILLS AND ABILITIES 

• Creativity: Takes an imaginative, original, and innovative approach when tackling problems or projects. Generates novel solutions, conceptualizes fresh ideas, and invents new forms or methods.  
• Adaptability: Exhibits the capacity to modify and adjust work methods in response to evolving circumstances or shifting demands. Remains open-minded, embraces change, and proactively seeks innovative solutions to new challenges. 
• Analytical Thinking: Effectively dissects and interprets information by breaking down complex problems, analyzing data, and drawing logical conclusions.?? 
• Detail-Orientation: Diligently attends to details and pursues quality in accomplishing tasks. Manages, organizes and maintains information or data meticulously to ensure accuracy and completeness. Recognizes and addresses details that are critical to achieving operational efficiency and effectiveness.? 

• Long-Term Planning: Strategically envisions and organizes actions, resources, and goals over an extended period. Allocates resources effectively and anticipates and adapts to evolving challenges and changes.? 
• Process Design: Creates practical, efficient, and effective workflows and effective processes, ensuring integration across various organizational functions.? 
• Collaboration: Works seamlessly with colleagues across functions and levels. Shares information, seeks input, and leverages diverse perspectives and expertise. Demonstrates adaptability and a charitable approach when working with others.?? 
• Effective Communication: Expresses ideas clearly, actively listens to others, and checks for understanding. Adapts communication style to different audiences and seeks input.??Negotiation: Skillfully navigates conflicts, finds win-win solutions, and builds consensus among parties with different interests.?? 
• Prioritization: Effectively ranks and organizes tasks and work based on importance, urgency, and impact. Ensures optimal use of time and resources and is responsive to shifting needs.?? 

TRAVEL REQUIREMENTS  

Rarely (0-10%): 

• Attending occasional conferences or workshops.?
• Meeting with potential clients to discuss partnership opportunities.?
• Visiting nearby partner organizations or institutions for meetings.?

WORK CONDITIONS 

This position is based in a traditional office environment with the flexibility of up to one remote workday a week.  

COMPANY VALUES/STATEMENTS  

Diversity, Equity, Accessibility, and Inclusion  

At Linda Hall Library, we are committed to fostering a culture of Diversity, Equity, Accessibility, and Inclusion (DEAI) that reflects the rich tapestry of the global community we serve. We believe that a diverse and inclusive environment enhances the intellectual rigor and cultural vitality of our institution, enriching the experiences of our staff, patrons, and partners. We strive to create a welcoming space where all individuals feel valued and respected. Through our collections, programs, and community engagements, we are dedicated to promoting equity and accessibility. By amplifying varied voices and ensuring universal resource access, we broaden participation and maximize our impact, fostering a more inclusive and enlightened society.