Portfolio Manager (Research and Policy)

Chapin Hall is seeking a (Projects) Portfolio Manager to join our Research and Policy Operations Department. The successful candidate will develop and maintain a repository of staff including key areas of expertise, technical skills, and areas of interest and growth; guide project staffing efforts based on both skills sets and availability; and help to ensure staff have reasonable and sustainable portfolios by tracking concurring project timelines and workflows. The individual will interface with Chapin Hall leaders, Principal Investigators (PIs), internal team members, and Financial Operations leadership and staff to ensure successful delivery of projects, and Operational Excellence across the portfolio of projects at Chapin Hall.

The portfolio manager will also support and implement strategic initiatives that drive growth and improve operational efficiency within the organization (i.e., onboarding process and material, knowledge management hub). The position will report directly to the Director of Research Operations and the Director of Policy Operations. The portfolio manager will be responsible for tracking staff allocation as well as assisting with budgeting and hiring efforts across the portfolio of projects at Chapin Hall.

Chapin Hall embraces a "Work from Anywhere" approach which offers flexible remote work from anywhere in the United States. Chapin Hall also offers in-person opportunities for staff to build: 1) connections, 2) team cohesion and creativity, and 3) a sense of belonging to the organization. All staff are expected to travel to and engage in a minimum of two annual 2-day "All Hall Convenings" featuring shared learning, teamwork, and fellowship. Reasonable accommodations are made for those who require modifications.

RESPONSIBILITIES

Internal Operations

• Support oversight of the operational frameworks of Chapin Hall's portfolio of projects, a total annual revenue of ~$20M a year and 100 policy and research staff.
• Design and implement a unified operational infrastructure by improving and expanding existing systems where necessary, with a strong emphasis on operational efficiency.
• Support financial analysis, including forecasting and monitoring staffing and operational needs.
• Continuously improve business processes and tools to increase efficiency and effectiveness, including the development of standardized tools.
• Communicate with key stakeholders, including executive leadership, project leads, and team members, to ensure that operations are aligned with the organization's goals and objectives.
• Provide leadership and support in onboarding efforts and processes.

Resource Management and Strategic Initiatives

• Maintain and expand the Resource Allocation tracker and the Skill Matrix in order to assign staff to projects based on their skills, availability, and interest.
• Work with PIs and staff functioning as project managers throughout the organization to identify resource requirements across projects and create a resource plan that aligns with project timelines and objectives.
• Facilitate regular meetings with senior leadership about staff allocations and elevate current and anticipated challenges related to staff over- and under-allocation and propose potential solutions.
• Work with PIs and other stakeholders to use project and budget data to help forecast future resource needs and identify areas where additional staff hires, or external contractors may be needed.
• Actively contribute to the Knowledge Management Workgroup by participating in meetings, leading discussions on portfolio-related insights, and supporting the development and maintenance of a centralized knowledge repository to capture, organize, and make accessible key data, proposals, scopes of work, project deliverables, lessons learned, and best practices
• Identify and support areas where Chapin Hall can improve its operations or expand its reach through strategic initiatives.
• Perform other duties as assigned

• Bachelor's degree required, preferably in project management, business administration or a related field
• Minimum of five years' experience in project and portfolio management, or another operation-oriented role required
• Direct experience utilizing project management tools such as Smartsheet required
• Background, experience and/or training in project management approaches. Project management certification preferred (PMP)
• Demonstrated proficiency with Microsoft Office applications such as Excel and SharePoint required
• In-depth budgetary experience managing complex portfolios required
• Prior experience with Deltek Costpoint preferred

Other Qualifications

• Excellent organizational skills and attention to detail required
• Excellent interpersonal, written and verbal communication skills required
• Demonstrated ability managing multiple projects at one time required
• Ability to prioritize multiple tasks and maintain focus in a fast-paced environment where interruptions are common required
• Ability to interact well with various levels of staff required
• Ability to work effectively in a collaborative team environment required
• Pleasant and professional demeanor required
• Ability to exercise sound judgment and maintain confidentiality required
• Ability to work under pressure and adjust for additional hours, as necessary, required
• Ability to work independently, strong initiative, and a resourceful approach to problem-solving and learning required

MINIMUM PHYSICAL REQUIREMENTS

Chapin Hall is committed to ensuring the health and safety of our staff. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position for extended periods of time.
• Must be able to operate a computer extensively for four (4) or more hours per day.
• Must be able to travel locally and out of state occasionally.

Pre-employment background checks are required for all Chapin Hall positions. Chapin Hall approaches background checks with respect and fairness, ensuring that every applicant is given equitable review and opportunity. Chapin Hall's background check process complies with Section 2-103.1 of the Illinois Human Rights Act. Accordingly, a conviction will only be considered disqualifying if it has a substantial relationship to the job, or if hiring the individual would pose an unreasonable risk to workplace safety. If you have any questions, please reach out to HumanResources@chapinhall.org.

Formal expressions of interest are accepted online only. A cover letter, resume, writing sample, and reference contact information are required to be considered for this position. Individuals in need of reasonable accommodations to complete the application process should contact Human Resources by sending an email to recruiting@chapinhall.org.

Chapin Hall is an Affirmative Action, Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, age, sex, genetic information, marital status, sexual orientation, gender identity or expression, citizenship, citizenship status, pregnancy or maternity, national origin, status as an individual with disability, ancestry, protected veteran status, or any other status protected by law. Per U.S. Department of Labor regulations, Chapin Hall offers visa sponsorship in limited instances for hard-to-fill specialty occupation roles. If you have questions about visa sponsorship at Chapin Hall, please reach out to humanresources@chapinhall.org

Regarding the salary range:

Chapin Hall adheres to a competitive market-aligned salary structure for all its administrative, policy, and research roles. Starting salaries within posted ranges are determined by the Chapin Hall Human Resources Department using a consistent, rigorous, and equitable review process.

Benefits:

Chapin Hall provides a strong benefits program that addresses the diverse needs of our staff. The Chapin Hall Benefits Program offers competitive and comprehensive benefit options that allow you to design your own plan, to balance individual needs with affordability and support long-term financial stability for staff and their family. Our benefits include comprehensive health plans, paid time off, sick time, parental leave and retirement options. For more information on our benefits visit our Chapin Hall Website.