Advancement Project Manager

CarePortal

Advancement Project Manager

Organizational Profile

CarePortal is Care-Sharing technology that drives action for local kids and families in crisis. We believe that through the Church and Community, there can be More Than Enough care for every child, through the power of Care-Sharing and the love of Jesus. Our goal is to scale meaningful connections through the local church, making a lasting impact on the lives of everyone involved. We mobilize robust Care-Sharing Networks and lead with Courage, Humility, and Excellence.

We do this through the local church and in collaboration with child-serving organizations, businesses, and people who care. That’s where you come in.

Position Summary

The Advancement Project Manager drives operational execution across CarePortal’s Advancement function, bringing structure, visibility, and accountability to complex work that spans Grants & Foundations, Government Partnerships, and other revenue initiatives.

This role maintains visibility across upcoming proposal deadlines, reporting requirements, contractual obligations, information requests, and other Advancement deliverables. The Project Manager is responsible for understanding what is required, identifying the appropriate internal contributors, establishing timelines and tasks, gathering and organizing inputs, and following work through to completion.

The Advancement Project Manager does not need to be the subject-matter expert in every area. Expertise may sit with Finance, Data, Network Development, Product, Security, Legal, or Advancement leaders. The Project Manager is responsible for turning requirements into an executable plan, establishing ownership and deadlines, connecting the right people, identifying risks, and driving the work through completion.

This role works collaboratively across departments, implementing processes and workflows that align with CarePortal’s broader operating systems, including EOS, organizational project-management practices, and operational standards. The Project Manager helps create consistency across teams while identifying opportunities to simplify work, improve handoffs, and build repeatable systems.

Success requires an operational mindset, strong project-management instincts, exceptional organization, confident communication, attention to detail, persistence, and the ability to create clarity and momentum across work involving multiple teams and competing priorities.

Your Responsibilities Include:

Advancement Project & Workflow Management

• Manage cross-functional Advancement projects from initiation through completion, establishing scope, owners, timelines, dependencies, deliverables, and next steps.
• Translate Advancement priorities and external requirements into clear project plans and executable workflows.
• Drive work across teams through influence rather than positional authority, creating clarity and accountability around commitments and deadlines.
• Surface unclear ownership, missing information, blockers, or risks early enough for leaders to act.

Proposal, Reporting, & Deadline Management

• Manage the operational process for proposals, reports, contracts, compliance requirements, renewals, and funder deliverables from requirements review through submission.
• Own project timelines and cross-functional follow-through required to ensure proposal, reporting, and compliance deadlines are met.
• Coordinate financial, programmatic, data, security, legal, operational, and other inputs from the appropriate subject-matter experts.
• Complete or assemble reports, questionnaires, updates, and other deliverables when appropriate and ensure materials are complete, accurate, and ready for final review.

Visibility & Proactive Planning

• Maintain a centralized calendar and source of truth for proposal deadlines, reporting requirements, renewals, contract deliverables, funder updates, and compliance obligations.
• Keep accurate records of submissions, reporting periods, commitments, supporting documentation, and future requirements.
• Identify upcoming needs early enough to sequence work, engage contributors, and resolve dependencies before they become urgent.
• Help Advancement leaders anticipate upcoming work so proposal development and reporting become increasingly proactive rather than deadline driven.

Reporting, Research, & Communication

• Support the development of reports and updates that communicate CarePortal’s progress, outcomes, activities, and use of resources.
• Develop an increasingly strong understanding of CarePortal’s model, terminology, programs, customers, outcomes, and operations.
• Adjust tone, level of detail, and context based on the audience while maintaining accuracy and consistency.
• Apply strong judgment to determine the level of detail, context, and messaging appropriate for different audiences while maintaining accuracy and consistency.

Systems & Process Standardization

• Identify patterns, bottlenecks, recurring work, and unclear ownership across Advancement projects and recommend practical improvements.
• Develop repeatable workflows, templates, checklists, trackers, and documentation for recurring work.
• Create reliable systems for organizing commonly needed information and reducing repeated requests across departments.
• Continuously improve how Advancement work is planned, tracked, communicated, and executed.