Job Title: Project Manager IV
Location: Pittsburgh, PA 15219
Type: Direct Hire
Work Model: Onsite - onsite
Overview:
Join an exciting new institute in a start-up and growth-stage environment, where ideas are moving quickly and the infrastructure to support them is being built in real time. The Project Manager IV will serve as a trusted operational partner to both the Institute's senior scientific leader and COO, helping translate big-picture vision into organized, executable action.
Responsibilities
- Provide high-level project management and operational support to senior leadership within a fast-paced scientific and academic environment.
- Serve as a critical organizational partner, managing competing priorities, complex schedules, communications, budgets, expenses, and multiple concurrent scientific and operational projects.
- Bring structure, organization, and follow-through to a highly dynamic environment.
- Proactively manage priorities, anticipate deadlines and potential conflicts, establish project-tracking processes, organize information, and ensure important requests and deliverables continue moving forward.
- Manage special projects in close partnership with the COO, as well as executive operations and project support across the broader team.
- Oversee the planning, coordination, tracking, and execution of multiple simultaneous projects, ensuring deadlines and responsibilities are on track.
- Assist senior leadership with calendar management, request prioritization, conflict resolution, and schedule planning.
- Manage and organize a high-volume email inbox, tracking follow-up and escalating urgent matters.
- Establish and maintain project-management and tracking systems to monitor deadlines, responsibilities, and project status.
- Handle project budgets, expense tracking, reimbursements, vendor payments, and purchasing.
- Coordinate complex travel arrangements and related expenses.
- Draft and edit correspondence, reports, meeting materials, and presentations.
- Coordinate with internal teams, vendors, and external partners to gather information and facilitate project progress.
- Support the selection and management of external consultants and vendors, tracking deliverables and payments.
- Lead meetings, develop agendas, document decisions, and follow up with stakeholders.
- Partner with the COO on special projects, supporting planning, research, coordination, documentation, and execution.
- Develop efficient administrative and operational processes for improved organization and workflow management.
- Utilize university systems like Concur and PantherExpress for administrative processes.
- Exercise discretion and independent judgment in managing sensitive and confidential matters.
Requirements
- Bachelor's degree required.
- Minimum 6 years of progressively responsible experience in project management, executive operations, or similar complex environments.
- Proven experience managing multiple projects and stakeholders independently.
- Strong supporting experience with executive or senior leadership, acting as a trusted operational partner.
- Advanced calendar and priority-management skills, including acting as a gatekeeper and foreseeing conflicts.
- Experience managing project budgets, expenses, reimbursements, and vendor payments.
- Ability to create and deploy project-tracking systems, workflows, and organizational tools.
- Excellent written communication skills for drafting professional correspondence and reports.
- Strong organizational skills, attention to detail, and the ability to see the big picture while managing tasks.
- Initiative, problem-solving skills, and the ability to work with minimal supervision.
- Strong interpersonal skills for working with executives, staff, vendors, and external stakeholders.
- Experience in scientific, research, academic, healthcare, or similarly complex environments preferred.
- Familiarity with Concur, PantherExpress, Microsoft Office, and project-management platforms preferred.
System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.
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Ref: #558-Scientific
