About this role
Purpose:
- The Manager, Strategic Operations serves on the Budget & Resource Operations (BRO) team within External Affairs, supporting the day-to-day operations and management of the team and providing budget and operational support across External Affairs. The role supervises a Senior Specialist and operates with substantial independence within assigned portfolios, providing the Senior Director and Managing Director with clear recommendations, progress updates, risk assessments, and decision points.
Engagement:
- Supervise a Senior Specialist on the Budget & Resource Operations (BRO) team, providing direction, coaching, prioritization, workload management, and quality control.
- Serve as liaison between procurement, finance, and the Program teams to ensure accuracy and timeliness of processing of contracting documents and payments.
Delivery:
- Support program teams in the accurate entry of contracts, grants, memberships, honoraria, and sponsorships within PPFA’s internal systems (Coupa, PPGrants, etc).
- Serve as a liaison between Procurement, Finance, and Program teams to ensure timely and accurate processing of contracts, amendments, grants, sponsorships, and invoices.
- Track contract workflows to proactively identify and resolve delays or errors.
- Identify opportunities to streamline contracting and payment processes for efficiency and accuracy.
- Ensure compliance with internal policies and external requirements across all contract and budget operations.
- Track budget commitments for all External Affairs verticals, flagging budget discrepancies and ensuring timely follow-up and communication with stakeholders.
- Review monthly budget commitments across External Affairs verticals to confirm payment and identify discrepancies, ensuring timely follow-up and communication with stakeholders.
- Support development and rollout of process guidance and training for staff.
- Build strong relationships with program, finance, and procurement colleagues to strengthen cross-functional collaboration.
- Provide responsive and solutions-oriented support to program teams navigating budget and contract processes.
- Contribute to building a positive, effective, and transparent operations culture within External Affairs.
- Provide ad hoc assistance on special projects related to External Affairs priorities, including providing logistical and administrative support.
- Performs other duties as assigned.
Knowledge, Skills and Abilities (KSAs):
- Commitment to PPFA's mission and diversity, equity, and inclusion.
- Commitment and track record of advancing racial equity in operational processes.
- Flexible and able to adapt to quickly changing priorities and ambiguous situations.
- Ability to organize resources, establish priorities, and thrive in a fast-paced, dynamic environment.
- Collaborative team player with a service-oriented approach and the ability to build strong relationships with program, Finance, Procurement, and other cross-functional partners.
- Strong written and verbal communication skills, including the ability to prepare concise reporting and recommendations for senior leaders.
- Extreme attention to detail and ability to anticipate issues and prepare accordingly.
- Excellent judgment and ability to operate with substantial independence while knowing when to escalate issues and bring forward clear decision points.
- Ability to juggle multiple projects, portfolios, and deadlines successfully. Strong organization, time management, prioritization, and problem-solving skills.
- Excellent skills in collaborating across divisions, functions, and geography, with a knack for engaging colleagues at all levels in projects and processes while continuing to own and drive them.
- Ability to independently assess operational issues, identify risks and process weaknesses, and develop practical recommendations for addressing them.
- Strong financial and budget management skills, including experience tracking spend, commitments, forecasts, variances, and payment status and translating financial information into actionable recommendations.
- Demonstrated experience supervising, coaching, or coordinating the work of staff and managing team workflows, priorities, and competing deadlines.
- 5+ Years of operational experience. Demonstrated ability to analyze and improve organizational processes and work to improve quality, productivity, and efficiency.