Site-Wide Project Manager

Job Description

Job Description

Position Title: Site-Wide Project Manager

Status: Full-time, Exempt

Department: Executive

Supervisor: Chief Operating Officer

Schedule: Standard business hours with some early, evening and weekend work

required during events or special programs.

Supervisory

Responsibility: Supervises staff, project teams and direct reports as assigned.

Leadership scope: Middle management with upward mobility. Responsibilities for budgets,

timelines, cross department priorities and organizational follow-through.

 

Job Summary

The Site-Wide Project Manager is responsible for supporting and improving organization-wide operations while managing key institutional projects that advance the museum’s mission, strategic growth, and long strategic site plan and long-term sustainability. This full-time, exempt position serves as a central coordinator across departments, helping ensure that operational priorities, strategic initiatives, and capital-related projects are well organized, clearly communicated, and aligned with institutional goals.

 

Job Scope

This role develops and maintains project plans, improves workflows, coordinates resources, tracks progress, supports accountability, and provides leadership with timely information to guide decision-making. The position oversees budgets, timelines, cross-department priorities, staff, project teams, and direct reports. The ideal candidate brings strong project management discipline, operational insight, sound judgment, and the ability to move complex priorities forward in a collaborative, mission-driven environment.

 

  Principal Duties and Responsibilities

1. ASSESS, coordinate, and improve operational processes across departments to enhance efficiency, communication, accountability, and organizational effectiveness.

2. PARTNER with leadership and department heads implement operational goals, policies, procedures, and shared systems that support institutional priorities.

3. IDENTIFY opportunities for process improvement and recommend practical solutions that strengthen performance, resource utilization, and internal coordination.

4. FACILITATE cross-departmental collaboration to support smooth workflows, aligned priorities, timely follow-through, and effective execution of institutional initiatives.

5. SUPPORT organizational planning, resource allocation, budget oversight, operational decision-making and cross-department priority setting.

6. CREATE and maintain project plans, timelines, milestones, budgets, risk assessments, meeting records, reporting tools, and systems for tracking key operational metrics, performance indicators, and organizational outcomes.

7. ASSIST ITS with budget planning, financial tracking, and operational reporting for assigned projects and initiatives.

8. ENSURE organizational compliance with established policies, procedures, and best practices 

9. MANAGE the planning, coordination, and execution of major institutional projects from initial concept through completion.

10. COORDINATE internal departments, consultants, contractors, vendors, donors, civic partners, and other stakeholders as needed to advance project goals.

11. SERVE as a central point of coordination for strategic initiatives and capital campaign readiness, including project sequencing, documentation, budget tracking, and stakeholder communication.

12. MONITOR project progress against deadlines and deliverables, proactively identifying risks and recommend or implementing solutions.

13. PREPARE updates, presentations, dashboards, and reports for leadership, board committees, donors, and other stakeholders.

14. ENSURE projects are completed on time, within approved budgets, and in alignment with organizational priorities.

15. SERVE as a trusted liaison between leadership, staff, consultants, vendors, and external partners to promote accountability, transparency, effective communication and a positive work culture and mindset.

16. SUPPORT strategic planning initiatives and help translate organizational goals into actionable work plans.

17. FOSTER a culture of collaboration, continuous improvement, and operational excellence, accountability, and positive workplace environment.

18. MEDIATE and negotiate conflicts as needed to reach mutual agreement and maintain positive working relationships.

19. ENSURE projects and operational decisions support the museum’s mission, values, preservation standards, educational priorities, and public reputation, while advancing implementation of the museum’s long-range site plan, capital improvement priorities, and related operational planning efforts.

a. MEASURE success through on-time project completion, improved workflows, timely reporting, effective budget and timeline management, and the promotion of a positive work culture and mindset.

20. PERFORMS all other duties as assigned, including occasional support of Naperville Heritage Society special events and site programming. Events including but not limited to Naper Nights (6 days), Oktoberfest (2 days), Family Spooktacular (2 days) and Howlin at the Moon (2 days), July 4th Celebration weekend (3 days).

 

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the staff member a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position .

 

Skills, Knowledge and Abilities

A Site-Wide Project Manager will demonstrate a strong combination of technical expertise, strategic thinking, leadership and interpersonal skills, including:

· Operations management and organization effectiveness

· Strategic planning and execution

· Project and program management

· Process improvement and workflow optimization

· Budget and resource management

· Cross-functional leadership

· Stakeholder engagement and relationship management

· Communication and executive reporting

· Problem solving and decision making

· Change management and continuous improvement

· Mission alignment and institutional stewardship

 

Essential Functions

1. Ability to operate office equipment in order to send and receive information with necessary optical, auditory, and manual dexterity.

2. Ability to analyze, compute, and audit information.

3. Ability to walk, sit, or stand for an hour or more at a time.

4. Ability to lift or carry objects weighing at least 25 pounds.

5. Ability to operate or observe office equipment for an hour or more at a time.

6. Ability to distinguish colors.

7. Ability to use a keyboard to enter, retrieve, or transfer words or data.

8. Ability to closely examine computer screen or written reports.

9. Ability to read, comprehend and speak English, and communicate in English and demonstrate reading proficiency appropriate to the position.

10. Ability to work in office, museum, event, outdoors and site environments where conditions may vary, including changes in temperature, noise level, lighting, odor, or other operational factors.

 

Mininum Education, Experience and Certification

Bachelor’s degree required in Business Administration, Project Management, Information Technology, Engineering or related field. MBA or master’s degree in Project Management preferred. Project Management Professional (PMI) (PMP) or Certified Associate in Project Management (CAPM) certification required. Five to seven years of experience in a business, nonprofit, museum, cultural institution, higher education or mission-driven setting, preferred. Proficiency with Micro Soft Office, Microsoft Project, Share Point, Altru, Adobe products, CAD, Gantt Charts, project management software, reporting tools and operational tracking systems required, along with an aptitude to learn any required in-house software. Valid Illinois driver’s license with clean driving record required. Demonstrated success improving organizational processes, systems, and operational performance. . Experience with strategic planning, facilities coordination, capital projects, construction coordination, organization development, or systems improvement preferred. Strong organization, analytical, written, and verbal communication skills. Proficiency in project management software, reporting tools, and operational tracking systems required. Ability to manage multiple priorities while maintaining attention to detail, accountability, professionalism, discretion, sound judgement, and commitment to mission-based work.

\nCompany Description

Experience History at Naper Settlement!
Naper Settlement is an outdoor history museum featuring 13 acres of learning and interactive opportunities for all ages. Located in downtown Naperville, Naper Settlement is just steps away from dining, shopping, and the Riverwalk. Visitors are immersed in history as they learn about the past and how it relates to the present, from pioneer times to today. Highlights include special events and programs and activities year-round, both on- and off-site.
Our Mission: Naper Settlement creates community by connecting visitors to Naperville’s history through engaging, unique experiences.
Our Vision: As a reflection of Naperville’s history, the vision of Naper Settlement is to be a vibrant site that fosters visitor, community, and business conversations and enriching, engaging educational opportunities.
Our Values: Naper Settlement values education, preservation, quality visitor experiences, and community and public trust.

More information about Naper Settlement can be found at
REQUIREMENT: PLEASE INCLUDE A COVER LETTER AND RESUME AND FILL OUT EMPLOYMENT APPLICATION at

Company Description

Experience History at Naper Settlement!\nNaper Settlement is an outdoor history museum featuring 13 acres of learning and interactive opportunities for all ages. Located in downtown Naperville, Naper Settlement is just steps away from dining, shopping, and the Riverwalk. Visitors are immersed in history as they learn about the past and how it relates to the present, from pioneer times to today. Highlights include special events and programs and activities year-round, both on- and off-site.\nOur Mission: Naper Settlement creates community by connecting visitors to Naperville’s history through engaging, unique experiences.\nOur Vision: As a reflection of Naperville’s history, the vision of Naper Settlement is to be a vibrant site that fosters visitor, community, and business conversations and enriching, engaging educational opportunities.\nOur Values: Naper Settlement values education, preservation, quality visitor experiences, and community and public trust.\n\nMore information about Naper Settlement can be found at \nREQUIREMENT: PLEASE INCLUDE A COVER LETTER AND RESUME AND FILL OUT EMPLOYMENT APPLICATION at