Advancement Project Manager

GO Project•Kansas City, MO

9d•Onsite

About The Position

The Advancement Project Manager drives operational execution across CarePortal’s Advancement function, bringing structure, visibility, and accountability to complex work that spans Grants & Foundations, Government Partnerships, and other revenue initiatives. This role maintains visibility across upcoming proposal deadlines, reporting requirements, contractual obligations, information requests, and other Advancement deliverables. The Project Manager is responsible for understanding what is required, identifying the appropriate internal contributors, establishing timelines and tasks, gathering and organizing inputs, and following work through to completion. The Advancement Project Manager does not need to be the subject-matter expert in every area. Expertise may sit with Finance, Data, Network Development, Product, Security, Legal, or Advancement leaders. The Project Manager is responsible for turning requirements into an executable plan, establishing ownership and deadlines, connecting the right people, identifying risks, and driving the work through completion. This role works collaboratively across departments, implementing processes and workflows that align with CarePortal’s broader operating systems, including EOS, organizational project-management practices, and operational standards. The Project Manager helps create consistency across teams while identifying opportunities to simplify work, improve handoffs, and build repeatable systems. Success requires an operational mindset, strong project-management instincts, exceptional organization, confident communication, attention to detail, persistence, and the ability to create clarity and momentum across work involving multiple teams and competing priorities.

Requirements

1–3 years of experience in project coordination, administration, operations, nonprofit work, fundraising support, customer service, or a related professional environment; equivalent education and experience will also be considered.
Demonstrated experience managing multiple tasks, deadlines, priorities, and stakeholders simultaneously.
Experience organizing information, maintaining trackers or calendars, coordinating deliverables, or supporting multi-step processes.
Experience collaborating across teams or coordinating work where others are responsible for providing information or completing portions of a deliverable.
Experience using project management or collaboration tools such as Notion, Smartsheet, Google Workspace, Microsoft Office, or similar platforms.
Exceptional Organization: Able to manage many simultaneous requests, deadlines, documents, stakeholders, and follow-ups without losing visibility or detail.
Written Communication: Strong grammar and business writing skills with the ability to organize information, summarize complex topics, and communicate clearly and concisely.
Research & Synthesis: Comfortable researching unfamiliar subjects, gathering information from multiple sources, identifying what matters, and presenting it in a useful format.
Persuasive Communication: Able to clearly communicate expectations, ask good questions, pursue missing information, and hold peers accountable without formal supervisory authority.
Project Coordination: Able to turn a requirement into tasks, owners, deadlines, dependencies, and clear next steps.
Process Thinking: Naturally looks for patterns, efficiencies, and opportunities to turn recurring work into repeatable systems.
Attention to Detail: Notices inconsistencies, missing requirements, unclear language, errors, and incomplete information.
Learning Agility: Eager to develop deeper knowledge of grants, government partnerships, CarePortal's operating model, compliance, and external reporting.
Technology Fluency: Proficient with Microsoft Excel, Word, and Outlook; comfortable with Google Workspace and learning new technology. Able to use AI tools appropriately to improve productivity while exercising independent judgment and verifying accuracy.
Professional Judgment: Handles donor, financial, contractual, governmental, security, and organizational information with appropriate discretion.
Mission Alignment: Commitment to CarePortal’s mission and culture of courage, humility, and excellence.

Nice To Haves

Bachelor’s degree preferred but not required.
Previous experience with nonprofit fundraising, grants, government contracts, compliance, or reporting is preferred but not required.

Responsibilities

Manage cross-functional Advancement projects from initiation through completion, establishing scope, owners, timelines, dependencies, deliverables, and next steps.
Translate Advancement priorities and external requirements into clear project plans and executable workflows.
Drive work across teams through influence rather than positional authority, creating clarity and accountability around commitments and deadlines.
Surface unclear ownership, missing information, blockers, or risks early enough for leaders to act.
Manage the operational process for proposals, reports, contracts, compliance requirements, renewals, and funder deliverables from requirements review through submission.
Own project timelines and cross-functional follow-through required to ensure proposal, reporting, and compliance deadlines are met.
Coordinate financial, programmatic, data, security, legal, operational, and other inputs from the appropriate subject-matter experts.
Complete or assemble reports, questionnaires, updates, and other deliverables when appropriate and ensure materials are complete, accurate, and ready for final review.
Maintain a centralized calendar and source of truth for proposal deadlines, reporting requirements, renewals, contract deliverables, funder updates, and compliance obligations.
Keep accurate records of submissions, reporting periods, commitments, supporting documentation, and future requirements.
Identify upcoming needs early enough to sequence work, engage contributors, and resolve dependencies before they become urgent.
Help Advancement leaders anticipate upcoming work so proposal development and reporting become increasingly proactive rather than deadline driven.
Support the development of reports and updates that communicate CarePortal’s progress, outcomes, activities, and use of resources.
Develop an increasingly strong understanding of CarePortal’s model, terminology, programs, customers, outcomes, and operations.
Adjust tone, level of detail, and context based on the audience while maintaining accuracy and consistency.
Apply strong judgment to determine the level of detail, context, and messaging appropriate for different audiences while maintaining accuracy and consistency.
Identify patterns, bottlenecks, recurring work, and unclear ownership across Advancement projects and recommend practical improvements.
Develop repeatable workflows, templates, checklists, trackers, and documentation for recurring work.
Create reliable systems for organizing commonly needed information and reducing repeated requests across departments.
Continuously improve how Advancement work is planned, tracked, communicated, and executed.