Project Manager

Position Summary The Project Manager serves as an organization-wide operational leader responsible for coordinating projects, systems, and cross-functional initiatives that support the successful execution of ART INC's mission. This position provides project management, administrative leadership, and operational coordination across Human Resources, Programs, Grants, Marketing, Finance, Development, and Executive Leadership. Rather than owning a single department, the Project Manager ensures work moves efficiently across the organization by coordinating timelines, tracking deliverables, facilitating communication, documenting processes, and supporting organizational priorities. The Project Manager works closely with the Chief Operations & Programs Officer while providing day-to-day support to leadership and departmental managers to ensure projects are completed on time, organizational systems remain organized, and strategic priorities are successfully implemented. This role is ideal for an individual who thrives on organization, enjoys managing multiple priorities simultaneously, anticipates needs before they arise, and excels at bringing structure and accountability to complex projects. Essential Responsibilities Organizational Project Management

• Coordinate organization-wide projects from planning through completion.
• Develop and maintain project plans, timelines, milestones, and action items.
• Track organizational priorities and ensure projects remain on schedule.
• Follow up with department leaders regarding outstanding deliverables.
• Identify project risks, delays, and resource needs and communicate them proactively.
• Maintain project management software and organizational dashboards.
• Prepare weekly project status updates for leadership.

Executive & Leadership Support

• Provide high-level project coordination support for the CEO and COPO.
• Coordinate cross-departmental meetings and planning sessions.
• Prepare agendas, meeting materials, and follow-up action items.
• Document decisions and ensure accountability for assigned tasks.
• Assist with strategic initiatives and organizational planning.
• Coordinate special projects assigned by executive leadership.

Human Resources Support Support the organization's HR systems and processes, including:

• Employee onboarding coordination.
• Offboarding coordination.
• New hire paperwork and orientation scheduling.
• BambooHR administration and record maintenance.
• Training coordination.
• Compliance tracking.
• Personnel file management.
• Benefits enrollment support.
• Policy distribution and acknowledgement tracking.
• Performance review scheduling.
• Professional development tracking.

Grants & Compliance Support Support grant implementation and compliance by:

• Tracking grant deadlines and reporting schedules.
• Coordinating grant deliverables with program staff.
• Maintaining grant documentation.
• Assisting with grant file organization.
• Monitoring required reporting timelines.
• Supporting audit preparation.
• Coordinating document collection across departments.
• Assisting leadership with grant administration projects.

Program & Operations Support Provide coordination support across all ART INC programs by:

• Tracking program implementation timelines.
• Monitoring project milestones.
• Coordinating logistics for program launches.
• Supporting program managers with administrative needs.
• Organizing operational documentation.
• Maintaining calendars for recurring operational activities.
• Coordinating internal communications across departments.
• Supporting organizational events and initiatives.

Administrative Operations

• Maintain organizational filing systems.
• Develop and document standard operating procedures.
• Improve administrative workflows.
• Coordinate contracts and vendor documentation.
• Assist with purchasing and operational requests.
• Maintain templates, forms, and organizational resources.
• Support office operations and administrative systems.

Organizational Communication

• Facilitate communication between departments.
• Ensure timely follow-up on internal requests.
• Coordinate information flow across teams.
• Prepare internal reports and presentations.
• Assist with board and committee preparation as assigned.

Organizational Support The Project Manager provides administrative and project coordination support across all organizational departments, including:

• Executive Leadership
• Human Resources
• Programs
• Operations
• Grants & Compliance
• Finance
• Development
• Marketing & Communications
• Community Engagement
• Special Initiatives

Qualifications Required

• Bachelor's degree or equivalent professional experience.
• Minimum three years of project coordination, operations, administrative management, or related experience.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple competing priorities.
• High level of professionalism and discretion.
• Excellent follow-through and attention to detail.
• Ability to work independently in a remote environment.
• Advanced proficiency with Microsoft Office 365 and Google Workspace.
• Experience with project management platforms such as Asana, Monday.com, ClickUp, Trello, or similar software.

Preferred

• Experience working in a nonprofit organization.
• Experience supporting executive leadership.
• Experience with HR administration.
• Experience coordinating grant-funded projects.
• Familiarity with BambooHR, QuickBooks Online, and nonprofit compliance requirements.
• Experience documenting workflows and standard operating procedures.

Core Competencies The successful candidate demonstrates:

• Exceptional organization
• Initiative and ownership
• Strategic thinking
• Project management
• Relationship management
• Accountability
• Professional judgment
• Adaptability
• Strong written communication
• Systems thinking
• Confidentiality
• Continuous improvement mindset

Success Measures Success in this role will be demonstrated by:

• Organizational projects consistently completed on time.
• Increased cross-department communication and coordination.
• Accurate tracking of organizational priorities.
• Timely completion of grant and operational deliverables.
• Well-maintained organizational systems and documentation.
• Efficient onboarding and HR administrative processes.
• Reduced administrative burden on executive leadership.
• Consistent follow-up and accountability across departments.
• Improved organizational efficiency through documented processes and workflow improvements.

Why Join ART INC ART INC is a Black-led nonprofit transforming lives through arts, education, workforce development, and community engagement. We believe operational excellence is essential to fulfilling our mission, and we are committed to building systems that allow our team to create lasting impact. The Project Manager plays a vital role in helping ART INC operate efficiently, execute strategically, and continue growing as one of Central Illinois' leading nonprofit organizations.