Project Manager, Finance

Job Description

Planned Parenthood Federation of America (PPFA) is the nation’s leading women’s health care provider, educator, and advocate, serving women, men, teens and families. For over 100 years, PPFA has done more than any other organization in the United States to improve women’s health and safety, prevent unintended pregnancies, and advance the right and ability of individuals and families to make informed and responsible health care decisions. Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seeks a dynamic and creative Project Manager, Finance. This job reports to PPFA’s Chief Financial Officer. The Finance Department provides confidence to all stakeholders in the fiscal and fiduciary responsibility of Planned Parenthood Federation of America (PPFA), Planned Parenthood Action Fund and its subsidiaries, and Planned Parenthood Global (PP Global) (collectively the Organizations) with a commitment to customer service, sound controls, compliance monitoring, and timely, accurate, and complete reporting, analysis and decision support to further the Federation’s mission. The Project Manager, Finance is expected to provide a wide range of Finance operations and administrative support across the Finance department and the Audit and Finance Committees and Subcommittee(s).

DUTIES AND RESPONSIBILITIES

• Provides administrative support to the CFO and Finance leadership as necessary.
• Arranges the CFO’s schedule and manages the CFO’s calendar.
• Manages and owns the Finance Calendar and Office of the CFO inbox.
• Works with content owners to maintain and update Intranet sites and pages, as well as Finance Department Google Groups.
• Books travel related requests as needed for members of the Office of the CFO, preparing travel itineraries, travel meeting agendas etc.
• Prepares and submits orders and pay orders and related documents for vendor payment.
• Reconciles transactions for the Finance department and CFO credit cards.
• Draft, format, proof and send documents, spreadsheets, presentations, etc. as needed for various audiences.
• Orders office supplies on behalf of the department.
• Works with the CFO in developing and managing the department budget.
• Manage the Finance Committee, the Investment Sub-Committee, and the Audit Committee of the PPFA Board of directors that meet quarterly.
• Manage the Finance Committee of the PP Action Fund Board of Directors that meets quarterly.
• Take and maintain minutes of all Committee meetings, manage timelines, keep an account of action items, resolution approvals, audit, 990, and Board consent agenda items.
• Create annual governance calendars in tandem with Board Affairs; schedule with internal, external parties and companies; create agendas, presentations, taking minutes, ensuring quorum.
• Manage coordination of in-person committee meetings.
• Collaborate with the FP&A, Treasury, and Accounting teams on materials for Committee and Board of Directors meetings; manage documents and presentations.
• Staff the PPFA Finance Committee Chair during Finance Committee, Board of Directors, and Membership meetings.
• Support the CFO in preparation for Membership Committee meetings (Revenue, Accreditation & Quality, and Governance) and ACEC Steering and Membership meetings.
• Ensure all charters and policies are updated.
• Coordinate all activities, schedules and communications related to governance with Board Affairs.
• Planning, coordination, communication and execution of special events and communication as needed with the coordinators of events across the national office.
• Partners with other administrative staff and key points of contacts across the organization to coordinate and prepare for meetings. This includes, but is not limited to, drafting meeting agendas, organizing meeting materials for distribution, reserving meeting rooms, physically setting up rooms, setting up video conferencing or presentation equipment, ordering catering and setting up, taking meeting minutes and escorting guests.
• Manages special projects and takes on additional responsibilities as needed to support the needs of the OCFO.
• Support the Project Management team to schedule project meetings with internal and external stakeholders, and perform project tasks or activities
• Manage the monthly Finance Department meetings and coordinate meetings with the monthly host, including the annual retreat
• Work with Board members and their administrative staff to coordinate schedules and share documents. In addition, this role works closely with internal stakeholders and key administrative points of contact across the organization and occasionally work with external vendors relating to events or payment processing.
• Additional duties as assigned.

REQUIREMENTS / TECHNICAL EXPERTISE

• 3-5 years of administrative or project work experience in support of an Executive or multiple mid-level to senior leaders.
• Exhibits a professional demeanor commensurate with the ability to interact with executives and Board members.
• Strong verbal and written communication skills to compose, edit, and proofread documents and presentations to various audiences. Ability to manage multiple work streams and tasks and ensure completion of all components with guidance.
• Collaborative - approaches a problem in a "how can I help Finance be successful". Strong, clear and concise verbal and written communication skills across all mediums and across all levels of the organization.
• Right balance of being collaborative, open, and approachable while still being firm in facilitating progress and compromise.
• Proficient to expert in all Google platform tools (i.e., Docs, Sheets, and Presentations) and their Microsoft counterparts. Familiarity with project management tools preferred.

PERSONAL QUALITIES / OTHER ATTRIBUTES

• Demonstrate superior customer service with internal and external customers. Must be able to respond to all inquiries in a timely, tactful, and professional manner.
• Owns the integrity of the Finance brand by creating good experience with each interaction.
• Someone who is driven to get it right the first time, thinks logically and isn’t afraid to ask questions, and is able to act independently while knowing when to ask for guidance or direction.

TRAVEL

• Up to 25%

*LI-EL1 Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation. Planned Parenthood Federation of America participates in the E-Verify program. Apply for this job