Specialist, Operations & Project Management Office

Organization Overview:

Founded in 1968 , Special Olympics is a global movement to end discrimination against people with intellectual disabilities. We foster acceptance of all people through the power of sport and programming in education, health, and leadership. With nearly four million athletes and Unified Sports® partners and one million coaches and volunteers in more than 170 countries, Special Olympics delivers more than 30 Olympic-type sports and nearly 50,000 games and competitions every year. Learn more at SpecialOlympics.org.

Position Summary:

As a Specialist, Operations & Project Management Office (PMO) you will play a pivotal role in assisting the drive of strategic planning and tracking initiatives, operational planning, project management, and census management. The ideal candidate will have strong analytical and planning abilities, sound reasoning skills, and excellent written and verbal communication. You will collaborate closely with cross-functional teams, including executives, to drive transparency, operational efficiencies, and project initiatives across the Special Olympics movement.

Primary Responsibilities:

SOI Strategic Planning and Tracking:

• Assist in communicating timelines for setting targets.
• Enhance transparency by integrating strategic targets and outcomes into department, regional, and executive dashboards for increased visibility.

SOI Operations:

• Effectively communicate annual operational planning timelines.
• Develop and maintain operational tools, templates, and procedures.
• Monitor global operational portfolio.
• Share operational plans and staff resource allocations with senior leadership.
• Assist with training staff on operational policies, procedures, and best practices.
• Manage cross-functional collaboration dashboards and schedules.
• Support analysis of operational data.
• Develop learning opportunities for SOI Operations.
• Supervise creation of operational planning guidance.
• Maintain administrative functions within the system.

SOI Project Management (PM):

• Assist in implementing and maintaining project management tools and procedures.
• Collaborate with stakeholders to evaluate the status of priority projects.
• Monitor the global project portfolio in adherence to PMO processes.
• Work with senior leadership to obtain project approvals, resource allocations, and project sustainability on their teams.
• Assist with training staff and leadership on PM policies, procedures, concepts, and best practices.
• Oversee distribution of project toolkits to SOI staff.
• Supervise project management communication and timelines.
• Manage maintenance of SOI online PM course and develop learning opportunities.
• Analyze project management data.
• Supervise licenses and group management for project management software.
• Troubleshoot technical issues and provide support.
• Manage PM guidance documentation for PM processes.

SOI Census:

• Manage census definitions and guidance, timelines, and communications.
• Manage reach report creation, collaboration, and approvals.
• Conduct census data validation and coordination with teams.
• Schedule and facilitate stakeholder and champion meetings.
• Develop the Reach report and incorporate stakeholder feedback.

Integration Week (IW):

• Assist in hosting Spring and Fall Integration Week (IW) meetings for Global Leadership Team.
• Coordinate event logistics and technology.
• Establish a centralized space for IW materials and agendas.
• Support Senior Director, SVP of Leadership and Organizational Development, and CEO as needed.

Leadership and Organizational Development Team:

• Manage finances and administrative functions.
• Support department with operational and project management requirements.
• Facilitate in-person team meetings with Senior Director and SVP.

Required Qualifications:

• Bachelor’s degree or equivalent experience.
• Minimum 2 years’ experience in a similar role.
• Strong analytical, organizational, and prioritization abilities.
• Strong multitasking abilities and sound reasoning skills.
• Excellent written and verbal communication with attention to detail.
• Proficiency in project management systems and MS Office products.
• Familiarity with Smartsheet is a plus.
• Ability to thrive in a fast-paced, dynamic environment.
• Demonstrated ethics, integrity, and professionalism.
• Proactive approach with strong interpersonal skills.
• Capacity to solve problems diplomatically and maintain relationships.
• Self-motivated with the ability to work autonomously.
• Experience working with internal and external stakeholders, including senior executives.
• Commitment to confidentiality.