Project Manager- Special Initiatives

Description

Matrix Human Services is Educating Children, Supporting Families and Rebuilding Neighborhoods in Detroit.
THE IMPACT YOU WILL BE A PART OF WITH JOINING MATRIX

• Over 30 program locations throughout Detroit and surrounding areas
• 20,000+ individuals benefiting from Matrix services every year
• The largest Head Start Program in the city of Detroit
• The largest HIV treatment and prevention program in Detroit
• After school youth services and academic enrichment
• Workforce Development and Financial Literacy Programs
• Housing Education and Home Buying Assistance
• Healthy Senior Living Program

FOCUS ON PERSONAL AND CAREER DEVELOPMENT. Tuition Assistance. Professional Development Support. In-House Learning and Professional Development Platform.
WE EMBRACE WORK LIFE BALANCE. Vacation Banks. Paid Holidays.
BENEFITS OPTIONS. Medical/Rx. Dental. Vision. Life/AD&D Insurance. Flexible Spending Accounts. Combine Short- & Long-Term Disability. Employee Assistance Program (EAP). 403(b) Retirement Account.
CEO Starr Allen-Pettway has been honored by the Michigan Chronicle as a distinguished nonprofit leader in Southeast Michigan.
CORE VALUES:

• Positive Attitude
• Always Learning
• Results Through Accountability
• Building Relationships

JOB SUMMARY/ACCOUNTABILITY

Reporting to the Senior Director of the Matrix Center, the Project Manager – Special Initiatives is responsible for planning, coordinating, implementing, and monitoring special projects and organizational initiatives that support the strategic priorities of Matrix Human Services.
The Project Manager will manage projects from concept through completion, including establishing project plans, coordinating internal and external stakeholders, monitoring timelines and deliverables, identifying risks, tracking outcomes, and providing regular progress reports.
The position also provides agency-wide leadership for volunteer engagement and in-kind donations. This includes the identification, recruitment, coordination, tracking, and recognition of volunteers and donated goods and services. The Project Manager will create opportunities for individuals, corporations, schools, community organizations, and other partners to meaningfully engage with Matrix Human Services and support the agency's programs and strategic initiatives.
The position requires significant cross-functional collaboration and the ability to manage multiple projects and priorities simultaneously.

GENERAL RESPONSIBILITIES

Project Management & Special Initiatives

• Plan, coordinate, implement, and evaluate special projects and initiatives assigned by the Senior Director of the Matrix Center.
• Develop comprehensive project plans that identify project objectives, scope, timelines, milestones, deliverables, responsibilities, resources, and expected outcomes.
• Coordinate projects from initiation through completion and ensure identified deliverables are completed accurately and within established timelines.
• Establish and maintain project schedules, work plans, action-item trackers, and other project management tools.
• Convene and facilitate project meetings, establish agendas, document decisions, assign action items, and monitor completion of follow-up activities.
• Coordinate work across departments and programs to support successful implementation of organizational initiatives.
• Identify project risks, barriers, dependencies, and resource needs and communicate concerns to appropriate leadership.
• Develop solutions and recommendations to address project challenges and support timely implementation.
• Monitor project performance against established goals, timelines, budgets, and deliverables.
• Collect and analyze project data to evaluate outcomes and identify opportunities for improvement.
• Prepare project status reports, summaries, presentations, dashboards, and other materials for leadership and stakeholders.
• Maintain organized documentation related to project activities, decisions, deliverables, expenditures, contracts, and outcomes.
• Coordinate activities with external consultants, vendors, contractors, community partners, and other stakeholders as appropriate.
• Assist with the implementation of new systems, processes, programs, events, partnerships, and operational improvements.
• Support change-management activities associated with new organizational initiatives.
• Conduct research and gather information necessary to support project planning, decision-making, and implementation.
• Coordinate special events and agency-wide initiatives as assigned.
• Ensure projects are consistent with Matrix Human Services policies, contractual requirements, grant requirements, and organizational priorities.

Volunteer Recruitment & Engagement

• Develop and implement strategies to recruit a diverse volunteer base aligned with organizational and program needs.
• Build and maintain partnerships with corporations, schools, colleges and universities, faith-based organizations, civic organizations, and community groups.
• Work with program leadership to identify meaningful volunteer opportunities throughout Matrix Human Services.
• Promote volunteer opportunities through community outreach, events, electronic communications, social media, and other recruitment strategies in coordination with appropriate agency departments.
• Represent Matrix Human Services at volunteer fairs, community events, corporate service events, and other engagement opportunities.
• Develop opportunities for individuals and groups to participate in short-term, long-term, and project-based volunteer activities.
• Coordinate corporate and community volunteer projects associated with special initiatives and agency priorities.
• Support volunteer recognition and retention activities.

Volunteer Management & Support

• Coordinate volunteer applications, screening, onboarding, orientation, placement, and training.
• Match volunteers with appropriate programs, projects, events, and service opportunities based on organizational needs and volunteer interests and qualifications.
• Develop and maintain volunteer position descriptions and expectations.
• Maintain accurate volunteer records, including service assignments, participation, training, and hours contributed.
• Provide ongoing communication and support to volunteers and serve as a primary point of contact for volunteer-related questions.
• Coordinate with program staff responsible for the direct supervision of volunteers.
• Ensure volunteers comply with Matrix Human Services policies, confidentiality requirements, safety procedures, background screening requirements, and other applicable standards.
• Address volunteer concerns and coordinate resolution of volunteer-related issues in partnership with appropriate leadership.

In-Kind Donations & Community Resources

• Identify opportunities to secure donated goods and professional services that support agency programs and initiatives.
• Cultivate relationships with individuals, businesses, corporations, and community partners that may provide goods, services, expertise, or volunteer support.
• Coordinate the solicitation, receipt, distribution, documentation, and acknowledgment of in-kind contributions.
• Work with programs to identify priority needs for donated goods and services.
• Maintain accurate documentation of donated goods and services, including appropriate valuation and supporting documentation.
• Coordinate with Finance, Development, program leadership, and other departments to ensure in-kind contributions are appropriately documented and reported.
• Ensure donors and community partners receive timely acknowledgment and a professional engagement experience.
• Identify opportunities to convert one-time donations or volunteer activities into sustainable organizational partnerships.

Cross-Departmental Collaboration

• Build effective working relationships with leaders and staff throughout Matrix Human Services.
• Work closely with program managers and directors to identify operational needs, project opportunities, volunteer needs, and potential community partnerships.
• Coordinate activities among multiple departments when projects involve cross-functional responsibilities.
• Serve as a liaison between the Matrix Center and other departments for assigned projects and initiatives.
• Communicate project expectations, responsibilities, timelines, and changes clearly to affected stakeholders.
• Assist departments in developing strategies, processes, tools, and systems that improve project execution and organizational effectiveness.

Data, Reporting & Administration

• Establish measurable objectives and performance indicators for assigned projects when appropriate.
• Track project activities, milestones, participation, outcomes, expenditures, volunteer hours, and in-kind contributions.
• Maintain accurate data and supporting documentation for organizational, grant, audit, and compliance purposes.
• Prepare routine and special reports regarding project progress, outcomes, volunteer participation, and in-kind contributions.
• Assist with grant reporting and documentation related to assigned projects, volunteer engagement, and in-kind contributions.
• Maintain project files and records in accordance with organizational record-retention requirements.
• Manage assigned project budgets, supplies, purchasing, and expenditures within approved parameters.
• Assist with vendor coordination, quotes, purchasing, invoices, and other administrative requirements associated with assigned projects.
• Provide leadership with timely updates regarding project progress, emerging concerns, significant accomplishments, and upcoming milestones.

Other Responsibilities

• Participate in Matrix Center and organizational meetings, committees, workgroups, and special assignments as requested.
• Maintain knowledge of organizational programs, services, strategic priorities, and community resources.
• Represent Matrix Human Services professionally when interacting with community partners, donors, volunteers, vendors, staff, clients, and other stakeholders.
• Maintain confidentiality and exercise sound judgment when handling sensitive organizational information.
• Perform other duties and special projects as assigned by the Senior Director of the Matrix Center.

POSITION QUALIFICATIONS

• Bachelor's degree preferred in Business Administration, Public Administration, Project Management, Nonprofit Management, Communications, Social Services, Philanthropy, Organizational Leadership, or a related field.
• NOTE: Equivalent combinations of education and professional experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.
• Knowledge, Skills & Abilities
• Demonstrated experience coordinating or managing multiple projects, programs, events, or organizational initiatives.
• Ability to develop project plans, establish priorities, monitor deadlines, and manage projects through successful completion.
• Strong organizational skills with demonstrated ability to manage multiple projects and competing priorities simultaneously.
• Demonstrated ability to work across departments and coordinate individuals who may not directly report to the position.
• Strong analytical, problem-solving, and critical-thinking skills.
• Ability to identify project risks, barriers, and dependencies and develop appropriate solutions.
• Excellent written and verbal communication skills.
• Strong meeting facilitation, presentation, and interpersonal communication skills.
• Ability to prepare professional reports, presentations, project plans, spreadsheets, correspondence, and other business documents.
• Experience identifying and maximizing volunteer and in-kind resource opportunities.
• Experience coordinating volunteers, community partnerships, donations, events, or community engagement activities preferred.
• Demonstrated ability to build and maintain productive relationships with corporations, community organizations, educational institutions, donors, volunteers, and other external partners.
• Ability to provide a positive experience for volunteers, donors, partners, staff, and community stakeholders while ensuring organizational needs and expectations are met.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to collect, organize, analyze, and communicate quantitative and qualitative information.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience with project management, customer relationship management, volunteer management, donor management, or related software preferred.
• Ability to quickly learn new technology and organizational systems.
• Ability to work effectively both independently and as part of an interdisciplinary team.
• Ability to exercise discretion, professionalism, sound judgment, and appropriate confidentiality.
• Ability to meet deadlines and produce accurate work in a fast-paced, high-volume environment.
• Strong relationship-management skills and the ability to maintain effective working relationships with clients, agency staff, senior leadership, community partners, contractors, donors, volunteers, and members of the Board of Directors.

WORKING AND ENVIRONMENTAL CONDITIONS:

Ability to lift up to 20 pounds. Work is primarily performed in a normal office environment and includes the usual pressures associated with managing multiple projects, competing priorities, and established deadlines.

Because Matrix Human Services operates multiple locations and this position coordinates projects, volunteers, community partnerships, and special initiatives throughout the organization, regular travel between Matrix locations and community sites may be required. Travel may occur during inclement weather.

The position may periodically require participation in community events, volunteer activities, organizational events, or special projects outside of traditional business hours.

CONTINUOUS QUALITY IMPROVEMENT AND ETHICAL CONDUCT:

• Use data to support achievement of program and organizational goals and evaluate the effectiveness of assigned projects and initiatives.
• Apply strategies that promote organizational learning, innovation, accountability, and continuous improvement.
• Identify gaps, barriers, and opportunities for improvement and assist in developing appropriate corrective or improvement strategies.
• Incorporate Continuous Quality Improvement principles into everyday responsibilities and project management activities.
• Adhere to applicable professional ethical standards and all Matrix Human Services policies and procedures.
• Employees assigned responsibilities supporting Head Start or Early Head Start programs must comply with applicable federal Head Start requirements, Head Start Program Performance Standards, state licensing requirements, and relevant professional codes of conduct.
• Demonstrate and actively promote an understanding of and commitment to the mission, vision, values, and strategic priorities of Matrix Human Services.