About this role

Key Responsibilities

- Stand up and roll out the new project and portfolio management processes and procedures under the established guidance and direction of the Digital Transformation Lead.

- Introduce the processes and procedures in real time, helping staff and leadership understand and succeed in their roles.

- Manage project intake, setup, status reporting, milestone tracking, governance, and closure.

- Establish a consistent weekly reporting cycle and follow up on missing, unclear, or incomplete information.

- Maintain accurate portfolio records, role assignments, project status, and material risks, actions, issues, and decisions.

- Prepare portfolio information for leadership governance reviews and track resulting decisions and actions through closure.

- Support and mentor novice project leads to manage project schedules and reinforce follow-through.

- Identify emerging risks, gaps, and process breakdowns, and escalate them appropriately to the Digital Transformation Lead.

- Assist as needed in developing clear, practical process guidance and training materials.

- Assist as needed in staff training on new project and portfolio management processes and procedures.

Qualifications

- Position type: Contract (1099/B2B). Candidates must operate as a registered business entity (LLC, S-Corp, C-Corp or equivalent) and be capable of executing a Business-to-Business agreement.

- Experience implementing and operating a PMO or project portfolio management process, ideally in an environment where formal practices were still being established.

- Strong project management, coordination, documentation, and communication skills, with demonstrated ownership and follow-through.

- Ability to build trust, reinforce accountability constructively, and exercise sound judgment about when to resolve issues directly or escalate them.

- Experience operating, maintaining, and navigating an existing Smartsheet workspace is required. Smartsheet solution design and development experience is not required.

- Experience in a nonprofit, smaller organization, or similarly resource-conscious environment is highly preferred.

The successful candidate will turn the project and portfolio management processes and supporting tools into a fully operational and reliable structure. They will help staff adopt consistent ways of working, build trust and alignment across the organization, reinforce accountability, and ensure that material risks, issues, and decisions are escalated appropriately.