Job Description Summary:
The Operations Project Manager provides experienced project management, operational planning, and process improvement support to the Office of Administration (ADM) and the Office of Human Resources (OHR). The position manages cross-functional projects and initiatives that span multiple administrative and operational functions, helping teams improve processes, implement organizational priorities, and deliver consistent, effective services.
Working with ADM and OHR leadership, subject matter experts, and operational teams, the Operations Project Manager independently manages projects from planning through implementation, including developing project plans, coordinating stakeholders, monitoring schedules and dependencies, identifying risks and issues, and ensuring timely completion of deliverables. The position translates leadership priorities and decisions into actionable work plans, processes, procedures, communications, and other operational materials.
The Operations Project Manager serves as a trusted project management and implementation partner to leadership and operational teams, bringing structure and accountability to initiatives that require sustained coordination across organizational boundaries. The position uses sound judgment and strong stakeholder management skills to identify challenges, facilitate solutions, and support successful adoption of new processes and practices.
The position is expected to operate with a high degree of independence in managing assigned projects while working within established organizational policies, priorities, and decision-making frameworks.
Job Description:
ESSENTIAL JOB DUTIES
Project and Initiative Management
- Lead complex cross-functional projects and operational initiatives involving multiple stakeholders, interdependent workstreams, and organizational change.
- Develop and maintain project plans, schedules, milestones, action logs, decision logs, risk and issue registers, and other project management tools.
- Manage multiple concurrent projects and provide concise, regular status updates to project sponsors and senior leadership, including progress, risks, dependencies, decisions required, and next steps.
- Assist leadership with the development and tracking of annual priorities, strategic initiatives, and operational improvement efforts.
- Translate leadership priorities and decisions into actionable project plans with clearly defined responsibilities, timelines, and deliverables.
- Proactively identify issues, dependencies, and barriers to progress and develop recommended solutions or escalation strategies.
- Coordinate internal stakeholders, consultants, vendors, and project team members as needed to achieve project objectives.
- Prepare project documentation, briefing materials, presentations, dashboards, and other materials to support decision-making and implementation.
- Draft communications on behalf of ADM and OHR leadership related to projects, operational changes, policies, procedures, service updates, and other initiatives.
- Resolve routine project issues independently and escalate significant risks, barriers, or decisions requiring leadership direction.
- Monitor project outcomes and facilitate lessons learned and continuous improvement following project completion.
Operational Process Improvement
- Facilitate collaboration among ADM and OHR teams and with other organizational units to implement shared processes and initiatives.
- Assess administrative and operational processes and identify opportunities to improve efficiency, consistency, accountability, service delivery, and customer experience.
- Apply structured process improvement methodologies to analyze processes, identify root causes, clarify roles, reduce unnecessary steps, and improve outcomes.
- Support organizational and operational changes by assessing stakeholder impacts and coordinating implementation activities, communications, and training.
- Facilitate working sessions with operational teams to document current processes, develop future-state workflows, identify gaps or overlaps, and establish clear handoffs and accountability.
- Monitor implementation following rollout and work with responsible teams to address barriers to adoption and sustain improvements.
- Maintain organized project and operational documentation and ensure approved materials remain current and accessible.
Policy, Procedure, and Documentation Development
- Research, draft, revise, and coordinate the review and maintenance of ADM and OHR policies, procedures, guidelines, standards, and operating protocols.
- Work with subject matter experts and stakeholders to ensure policies and procedures accurately reflect operational requirements, organizational expectations, and applicable compliance requirements.
- Develop implementation plans, procedures, job aids, FAQs, training materials, and other resources needed to operationalize new or revised policies and processes.
- Maintain and update ADM content on AcademyNet, including policies, procedures, service information, guidance, forms, and other operational resources.
- Coordinates processes to ensure AcademyNet content and other shared information resources remain accurate, current, and consistently maintained.
NONESSENTIAL JOB DUTIES:
- Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities
- Advanced knowledge of project management principles, methodologies, and tools.
- Knowledge of operational and process improvement methods and practices.
- Ability to manage multiple complex, cross-functional projects with a high degree of independence while balancing competing priorities.
- Ability to translate broad objectives into structured plans, milestones, responsibilities, and measurable outcomes.
- Proficiency with project management, collaboration, reporting, and workflow tools.
- Ability to analyze operational problems, anticipate implementation challenges, and develop practical recommendations and solutions.
- Strong facilitation, stakeholder management, negotiation, and influencing skills.
- Ability to establish structure and accountability in ambiguous or evolving situations.
- Ability to identify and communicate project risks, dependencies, issues, and mitigation strategies.
- Excellent written and verbal communication skills, including the ability to synthesize complex information for different audiences.
- Ability to build collaborative relationships and achieve results without direct supervisory authority.
- Ability to exercise sound judgment, discretion, and initiative; work independently within assigned authority; and recognize when leadership input or escalation is appropriate.
- Ability to adapt to changing priorities and quickly learn new systems, processes, and subject matter.
Minimum Education/Training Requirements: Bachelor's degree in business administration, project management, operations management, or a related field, or equivalent knowledge.
Minimum Experience: Five years of progressively responsible experience in project management, operational improvement, or a related field.
- Project Management Professional (PMP) certification or equivalent preferred.
- Lean Six Sigma or comparable process improvement certification preferred.
Supervisory Responsibilities/Controls: Reports to Senior Director, Facilities & Administration, with a dotted-line reporting relationship to the Chief Human Resources Officer. General direction is provided. Works collaboratively with ADM and OHR leadership to establish project priorities.
Mental and Physical Capabilities
Ability to be visible on camera for meetings when remote.
Ability to use a computer and applicable hardware/software to perform responsibilities.
Ability to use multiple technology collaboration platforms, including collaboration tools. Examples: Microsoft Teams, Asana.
Ability to Focus/concentrate on tasks and multi-task, when needed
Begin work at the required time, per approved schedule.
Ability to lift/carry laptop and other mobile devices between work and home.
Ability to commute to work.
Ability to travel between National Academies’ facilities and offsite sponsor/partner locations.
Ability to work in different time zones, when travel is outside of current location, e.g., when traveling internationally.
Ability to perform work responsibilities onsite, where required.
Ability to interact in-person with multiple people and large groups.
Ability to work in a fast-paced environment and meet deadlines.
Ability to use a computer and applicable hardware/software to perform responsibilities.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 80%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
Compensation & Benefits: An estimated compensation range for this position is $92,040 - $126,550. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units
Job Family:
ADMN
Employee Type:
Employee
Scheduled Weekly Hours:
37.5
City/State:
Washington, District of Columbia
