Operations Special Projects Manager Jobs in Virginia

POSITION SUMMARY

The Special Projects Manager provides essential administrative and coordination support for grants, special initiatives, and multi-product programs within the Online Learning & Digital Innovation (OL&DI) team. This part-time role serves as the operational backbone for complex projects that span multiple products, teams, and timelines-ensuring that deliverables stay on track, budgets are managed, compliance requirements are met, and data is collected and reported accurately. Working closely with the Managing Director and cross-functional partners across OL&DI, Grants, Marketing, and IT, the Special Projects Manager brings strong project management skills, keen attention to detail, and the ability to juggle multiple concurrent initiatives with professionalism and clarity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Grant Administration & Compliance

• Coordinate grant-related administrative workflows, including documentation, compliance tracking, and reporting requirements.

• Support grant proposal development and submission processes by gathering program data, compiling supporting materials, and ensuring deadlines are met.

• Maintain organized records of grant agreements, deliverables, and milestone schedules.

• Partner with the Grants Team and Finance to ensure compliance with funder requirements and internal policies.

Project & Timeline Management

• Manage timelines, task lists, and deliverables for multiple concurrent special projects and programs involving OL&DI products.

• Coordinate cross-functional project activities, ensuring alignment among instructional designers, media specialists, technology partners, and external stakeholders.

• Maintain project documentation and status updates in Asana or other project management platforms.

• Identify bottlenecks, escalate risks, and proactively surface issues that could impact project timelines or deliverables.

Budget & Invoice Management

• Track project budgets, expenditures, and invoices for grants and special projects.

• Coordinate invoice processing and vendor payments in collaboration with Finance and Operations.

• Maintain accurate financial records and reconcile expenses against approved budgets.

• Provide budget status reports to the Managing Director and project leads as needed.

Data Collection & Reporting

• Design and implement data collection workflows for program evaluation, grant reporting, and compliance purposes.

• Gather, organize, and analyze program data from multiple sources, including participant surveys, engagement metrics, and program outcomes.

• Prepare data summaries, visualizations, and reports for internal and external stakeholders.

• Ensure data integrity, confidentiality, and compliance with organizational and funder requirements.

Cross-Team Coordination & Communication

• Serve as the central coordination point for special projects, ensuring clear communication and alignment across OL&DI, Grants, Marketing, IT, and external partners.

• Schedule and facilitate project meetings, prepare agendas, and capture meeting notes and action items.

• Maintain clear and professional communication with internal teams, external partners, and funders.

• Translate technical or program-specific language into accessible updates for non-specialist audiences.

Administrative & Operational Support

• Provide general administrative support to the Managing Director and OL&DI team for grant-related and special project activities.

• Maintain organized filing systems for project documentation, contracts, correspondence, and deliverables.

• Support other program management activities as assigned, adapting to the evolving needs of OL&DI's portfolio.

PRIORITY WILL BE PROVIDED TO CANDIDATES LIVING IN THE DC METRO AREA (MD, DC, or Northern VA); you will be REQUIRED to come into the Arlington, VA office one day per week.

Knowledge

• Bachelor's degree in education, business administration, nonprofit management, or a related field; equivalent combination of work experience and education will be considered.

• Understanding of grant administration, including compliance, reporting, and documentation requirements.

• Familiarity with project management principles and methodologies.

• Understanding of the K-12 education sector, educator professional learning, or education technology is a plus.

• Knowledge of data collection and reporting best practices, including survey design and analysis.

Skills and Abilities

• Exceptional organizational skills with the ability to manage multiple projects simultaneously and meet competing deadlines.

• High attention to detail and commitment to accuracy in documentation, data collection, and reporting.

• Strong written and verbal communication skills, including the ability to write clearly, synthesize information, and present updates to diverse audiences.

• Proficiency in Google Workspace (Docs, Sheets, Slides, Drive) and Microsoft Office Suite (Word, Excel, PowerPoint).

• Proficiency with project management tools; experience with Asana strongly preferred.

• Familiarity with Salesforce or comparable CRM platforms is a plus.

• Strong problem-solving skills with the ability to identify issues, propose solutions, and escalate appropriately.

• Ability to work independently, take initiative, and prioritize tasks in a remote or hybrid work environment.

• Collaborative mindset with the ability to build productive working relationships across teams and with external partners.

• Discretion and professionalism when handling sensitive financial, grant, or program information.

• Flexibility and adaptability to shifting priorities and emerging project needs.

Experience

• 2+ years of experience in project management, grant administration, program coordination, or a related role.

• Demonstrated experience managing timelines, budgets, and deliverables for complex projects involving multiple stakeholders.

• Experience with grant compliance, reporting, or data collection preferred.

• Experience working in education, nonprofit, or professional learning environments is a plus.

• Experience working in a remote or distributed team environment preferred.

WORK ENVIRONMENT

• Normal demands associated with a deadline-driven remote or hybrid office environment.

• The noise level is generally quiet to moderate.

• Regular contact with internal colleagues, external partners, vendors, and grant funders.

PHYSICAL DEMANDS

• Ability to remain at a desk for extended periods of time.

• Ability to communicate and exchange information with others verbally and in writing.

• Ability to operate general office equipment including computers, phones, and printers.

• Ability to perceive and inspect records in digital document management systems.

• Ability to travel to off-site meetings as needed.

• Ability to lift, carry, move, or position objects weighing up to 10 pounds.