Senior Program Manager: Administration & Operations

Job Description

Job Description

JOB SUMMARY
The Senior Program Manager, Administration and Operations, leads the implementation of strategic organizational capacity-building initiatives that strengthen IPHI's operational infrastructure, organizational effectiveness, and long-term sustainability. Working in close partnership with the Chief Operating Officer, Chief Program and Policy Officer, Chief Executive Officer, and the Performance Management SPM, this position directs cross-functional initiatives that advance the organization's strategic priorities by improving operational systems, organizational processes, project management, performance measurement, internal communications, and leadership capacity. The Senior Program Manager is responsible for planning, coordinating, developing, and monitoring complex organization-wide initiatives, ensuring successful implementation of the Organizational Capacity Roadmap, continuous improvement efforts, and other strategic projects that enhance organizational sustainability, operational excellence, and growth.

This position serves as a central implementation leader responsible for aligning org-wide systems to streamline work across Centers and administrative functions, facilitating organizational change, monitoring progress toward key milestones, and supporting the successful execution of IPHI's strategic and operational priorities. This position may have direct reports.

This position is full-time, exempt, and reports to the Chief Operating Officer. IPHI’s standard work week is 37.5 hours.

DUTIES AND RESPONSIBILITIES

General Program Leadership

• Leads the planning, implementation and evaluation of assigned strategic initiatives and complex projects, developing workplans, milestones, performance measures and short and long-term goals in collaboration with organizational leaders
• Manage complex projects and funding portfolios, including timelines, deliverables, budgets, and risks, program scope and partner relationships, ensuring effective execution and alignment with organizational priorities
• Prepare regular progress reports for leadership, funders, and stakeholders
• Ensure compliance with grant requirements and organizational priorities
• Provides oversight of data collection and analysis; develops dissemination methods, as appropriate
• Tracks invoices and partner/contractor payments and ensures accuracy and on-time payments
• Champion a culture of accountability, continuous improvement, and data-informed decision making

Capacity Building & Organizational Performance

• Lead the development, implementation, and evaluation of organizational capacity-building initiatives and recommendations, aligned with IPHI’s Strategic Plan, and recommend adjustments based on performance data and organizational needs
• Assess organizational capacity needs and gaps and recommend strategies, investments, and organizational improvements that strengthen operational effectiveness, workforce capability, leadership effectiveness, and organizational resilience
• Partner with the Performance Management SPM to develop, monitor, implement and report enterprise KPIs and performance dashboards that measure organizational health, capacity, and provide leadership with actionable insights into organizational effectiveness
• Partner with executive leadership to evaluate organizational capacity, prioritize initiatives, and align resources with strategic priorities
• Lead organization-wide continuous improvement initiatives that strengthen operationalprocesses, decision-making, and cross-functional collaboration

Cross-Functional Coordination

• Coordinate projects involving multiple departments and external partners
• Facilitate engaging workgroup and planning meetings
• Build consensus among IPHI leadership and staff and resolve project barriers
• Partner with the Communications Director to promote effective communication and accountability across teams
• Lead program strategy, gather data and evidence to define and refine project direction, and communicate program impact backed by data
• Contributes to the development and implementation of strategic priorities
• Ensure that the strategy and implementation plans align with the fundraising strategy and long-term sustainability of IPHI

Organizational Effectiveness & Infrastructure

• Coordinate initiatives that strengthen IPHI’s organizational systems, operational infrastructure, and long-term organizational capacity
• Support implementation of grants management systems and operational improvements
• Assist with development and continuous improvement of organizational systems, policies, workflows, governance structures, and standard operating procedures
• Develop and Coordinate organizational capacity-building initiatives
• Identify and rally key partners and levers of change internally and externally
• Provides recommendations to leadership regarding program strategy and priorities

Evaluation, Learning & Continuous Improvement

• Support implementation of organizational performance measures aligned with strategic priorities, in collaboration with the performance management senior program manager
• Monitor organizational performance measures, implementation milestones, and capacity building indicators to evaluate process and continuous improvement
• Present quarterly organizational systems performance reports and recommendations to executive leadership
• In Partnership with the Performance Management SPM, HR, and the COO to establish metrics to evaluate the effectiveness of organizational systems, cross-functional collaboration, leadership development, and operational efficiency

Leadership Development & Supervision

• Integrate equity principles into project planning and implementation
• Coordinate leadership development and organizational learning initiatives
• Advises supervisor on program directions and strategy; assist with Center-level strategy as needed
• Provide direct supervision, coaching, and support to assigned team members establishing clear expectations, priorities and accountability for performance and outcomes
• Conduct regular one-on-one meetings, complete administrative tasks like timecard approval, performance evaluations, and ongoing feedback to strengthen employee performance, competencies, and professional growth.
• Foster a collaborative, inclusive, and accountable team culture that promotes solution focused ideas and continuous improvement
• Identifies and addresses performance, capacity, and team concerns in a timely manner, partnering with HR and organizational leaders when appropriate

Grant & Financial Management

• May oversee programmatic budget areas such as contracts and program expenses
• Create budget plans for program activities within parameters set by leadership and program staff
• Select and negotiate with vendors within procurement and funding policies and procedures as appropriate
• Monitors budget performance and raise concerns, or amendment needs proactively to leadership

Other duties as assigned.