Program Operations Manager

JOB PURPOSE:.

The Program Operations Manager serves as the operational backbone of the Wisdom Keepers, Hope Seekers (WKHS) project, a five-year, multi-institutional initiative funded by Lilly Endowment Inc. to strengthen Black theological education and build sustainable pathways for faith leadership across seven Historically Black Theological Institutions (HBTIs). This position manages day-to-day administrative functions, communications, meeting coordination, and grant administration support, working closely with the Executive Director to ensure smooth project operations across all seven HBTI partner institutions and maintaining the systems and processes necessary for multi-institutional collaboration.

SUPERVISORY AUTHORITY:

This position has no regular full-time direct reports. The Program Operations Manager may oversee student assistants and temporary support staff as needed, including assignment and review of their work to support project operations.

NATURE AND SCOPE:

Internal contacts include the Executive Director, Principal Investigator, Assistant Dean of Finance & Administration, Howard University Sponsored Programs Office, and Howard University School of Divinity faculty and staff. External contacts include HBTI partner institution contacts across all seven partner institutions, consultants, UNCF staff, and event vendors.

PRINCIPAL ACCOUNTABILITIES:

Grant Administration & Compliance Support (30%)

• Maintain comprehensive project files, documentation, and compliance records.

• Track grant expenditures and assist with budget monitoring and reporting.

• Coordinate with Howard University Office of Sponsored Programs on financial and compliance matters.

• Prepare quarterly financial reports and supporting documentation.

• Manage subaward administration including tracking, invoicing, and compliance monitoring.

• Ensure adherence to Uniform Guidance (2 CFR 200) and Howard University policies.

• Maintain grant timeline, milestone tracking, and deliverables calendar.

• Support preparation of progress reports to Lilly Endowment.

Communications & Information Management (25%)

• Serve as primary communications coordinator for the WKHS project.

• Manage project website updates and social media presence.

• Design and distribute newsletters, announcements, and stakeholder communications.

• Maintain email distribution lists and contact databases for all partner institutions.

• Create presentation materials, talking points, and briefing documents.

• Coordinate communications between Howard University and seven HBTI partners.

• Manage project brand consistency across all materials and platforms.

• Archive and organize project documents, photos, videos, and digital assets.

Meeting & Event Coordination (25%)

• Schedule and coordinate quarterly WKHS Council meetings and working group sessions.

• Prepare meeting agendas, materials packets, and background documents.

• Manage logistics for local governance meetings including venue, technology, and catering.

• Coordinate virtual meeting platforms (Zoom, Teams) and technical support.

• Take meeting minutes and distribute summary notes and action items.

• Maintain meeting calendar and coordinate across multiple time zones.

• Support planning for cultivation events and smaller stakeholder gatherings.

• Coordinate travel arrangements for Howard University personnel when needed.

Partnership Support & Coordination (20%)

• Serve as day-to-day liaison to HBTI partner institution contacts.

• Maintain partnership directories and institutional contact information.

• Coordinate collection of partner reports, data, and required documentation.

• Track partnership agreements, MOUs, and subaward compliance.

• Support onboarding of new partners and consultants.

• Facilitate information sharing among partner institutions.

• Coordinate with UNCF staff on endowment-related communications and logistics.

• Manage consultant contracts, invoicing, and deliverable tracking. Perform other job-related duties as assigned.

CORE COMPETENCIES:

• Excellent organizational skills and attention to detail.

• Strong written and oral communication abilities.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with project management software (Asana, Monday.com, or similar).

• Comfortable with virtual meeting platforms (Zoom, Teams, WebEx).

• Basic financial tracking and budget monitoring capabilities.

• Ability to manage multiple priorities and deadlines simultaneously.

• Professional demeanor and discretion with confidential information.

• Effective leadership and management skills in coordinating cross-institutional activities.

• Ability to establish and maintain effective and harmonious work relationships with staff, partner institutions, and external stakeholders.

MINIMUM REQUIREMENTS:

Bachelor’s degree in Business Administration, Communications, Higher Education, or related field required; Master’s degree preferred. Minimum 3 years of administrative, project coordination, or program support experience required, preferably in higher education, nonprofit, or grant-funded project environments. Prior experience with sponsored programs, grant administration, or compliance preferred, along with demonstrated experience in event planning and meeting coordination. 8 years of related work experience may be substituted in lieu of educational qualifications.