Advancement Project Manager

CarePortal

Advancement Project Manager

Organizational Profile

CarePortal is Care -Sharing technology that drives action for local kids and families in crisis. We believe that through the Church and Community, there can be More Than Enough care for every child, through the power of Care-Sharing and the love of Jesus. Our goal is to scale meaningful connections through the local church, making a lasting impact on the lives of everyone involved. We mobilize robust Care-Sharing Networks and lead with Courage, Humility, and Excellence.

We do this through the local church and in collaboration with child-serving organizations, businesses, and people who care. Thats where you come in.

Position Summary

The Advancement Project Manager drives operational execution across CarePortals 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 CarePortals 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.

Your Responsibilities Include:

Advancement Project & Workflow Management

- 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.

Proposal, Reporting, & Deadline Management

- 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.

Visibility & Proactive Planning

- 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.

Reporting, Research, & Communication

- Support the development of reports and updates that communicate CarePortals progress, outcomes, activities, and use of resources.

- Develop an increasingly strong understanding of CarePortals 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.

Systems & Process Standardization

- 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.

Qualifications

What You Bring to the Organization:

Experience

- 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.

- Bachelors degree preferred but not required.

- Previous experience with nonprofit fundraising, grants, government contracts, compliance, or reporting is preferred but not required.

Skills and Capabilities

- 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 CarePortals mission and culture of courage, humility, and excellence.

Final Word:

This role is for someone who enjoys turning complexity into clarity and plans into execution. You see moving pieces and naturally begin identifying owners, dependencies, deadlines, risks, and a better way to organize the work.

The right person understands that strong operations behind the scenes make it possible for CarePortals leaders to secure and steward the funding that fuels the mission. They will be curious enough to learn how the pieces fit together, confident enough to ask for what they need, and persistent enough to follow work through completion.

You may not be an expert in grants, government contracts, compliance, finance, or data security when you arrive. We can teach you the subject matter. What is harder to teach is the instinct to organize, communicate clearly, follow through, anticipate what is coming next, and create a better process when you see the same challenge twice.

The impact of this role is not measured by how visible the work is, but by how effectively it enables CarePortal to secure, steward, and sustain the resources needed to support the mission:

To see more than enough care for every child, powered by Care-Sharing and the love of Jesus.

The above description is not intended to be comprehensive, but rather a focused list of priorities. Success provides the opportunity to not only build a career but also bring much-needed support and care to local children and families in crisis across the United States. Successful candidates, like all CarePortal, LLC employees, are expected to live and work consistent with CarePortals vision, mission, and values.

CarePortal, LLC, a subsidiary of the nonprofit organization The Global Orphan Project (GO Project), is Care-Sharing technology that drives action for local kids and families in crisis.

This platform, which brings Christian churches to the point of care for each request made on behalf of children and families, can be used to connect a diverse network of churches, child-serving agencies, businesses, and individuals who care. Learn more at www.careportal.org .

CarePortal, LLC offers a competitive benefits package for full-time positions (30+ hours per week) including health, dental, vision, and employerpaid life insurance, retirement savings and generous PTO plan and a highly competitive, market-indexed compensation when compared to similar non-profit roles. Compensation is commensurate with relevant skills and experience.

The Global Orphan Project is a 501c3 nonprofit located at 3161 Wyandotte, Kansas City, MO 64111.

CarePortal LLC associates are at-will employees.