Overview

The Program Manager serves as an operational hub across a portfolio of clients. This role drives cross-functional alignment, financial accuracy, scope management, and execution readiness so teams can deliver work predictably and clients remain informed. You will work across departments to surface risks early, coordinate dependencies, manage program health, and ensure commitments are realistic before work moves into execution.

What You’ll Do

Program & Portfolio Management:

Attend recurring client meetings, onboarding sessions, and annual planning discussions to ensure clear priorities, timelines, and next steps
Validate scope, ownership, timelines, and capacity before commitments are made
Track program health, identify blockers, and escalate risks early
Manage scope changes and ensure impacted teams are aligned before execution
Maintain organized program documentation, agreements, reporting, and key operational records

Financial & Operational Oversight:

Maintain billing schedules and align invoicing to work performed
Monitor forecast-to-actual variance, surface discrepancies, and coordinate resolution with stakeholders
Reconcile mail quantities, postal logistics, and production-related costs to support accurate client billing
Manage out-of-pocket expenses and maintain visibility into operational costs

Visibility & Reporting:

Own structured program status reporting for clients and internal stakeholders
Maintain risk tracking, decision documentation, and portfolio visibility
Provide operational leadership with clear visibility into commitments, blockers, risks, and tradeoffs
Ensure clients and internal teams remain informed through consistent communication and updates

What You Bring

Required Experience:

4+ years of experience in program management, operations, workflow management, campaign operations, agency operations, PMO, or related cross-functional roles
Strong ability to manage multiple concurrent workstreams, deadlines, and stakeholder expectations
Exceptional organizational discipline, documentation habits, and attention to detail
Strong written and verbal communication skills across cross-functional stakeholders
Experience using project management, workflow, or collaboration systems
Ability to work independently in a fast-paced, deadline-driven environment

Preferred Experience:

Experience in agency, marketing, fundraising, or nonprofit environments
Exposure to billing reconciliation, financial tracking, or operational reporting
Familiarity with Google Sheets, Basecamp, Fibery, Slack, or similar systems

Who You Are

Someone who thrives in cross-functional environments
Comfortable surfacing challenges calmly, objectively, and constructively
Highly organized, detail-oriented, and proactive
Skilled at simplifying complexity and creating clarity

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Program Manager