Project Manager - Non IT I

Project Manager - Non IT I#26-23628

Columbus, IN

Onsite

Job Description

Project Manager

Hybrid position - Mostly remote, but there are days where onsite work is required.

Overall Goal

Lead the end-to-end operational planning and execution of enterprise technical capability development programs, with primary responsibility for the global Systems Engineering Certificate Program (SECP).

This role translates program strategy into disciplined execution by establishing and managing the integrated plans, processes, controls, communications, financial activities, systems, and stakeholder coordination required to deliver high-quality programs consistently across regions.

The Project Manager serves as the operational hub connecting program leadership, participants, instructors, regional partners, Finance, HR, vendors, and other stakeholders. The role requires strong independent judgment, proactive problem solving, rigorous follow-through, and the ability to anticipate and resolve issues before they affect program delivery.

Major Duties & Responsibilities

Program & Project Management

Develop and maintain integrated project plans for global cohorts, modules, and program activities.

Translate program milestones into detailed tasks, dependencies, owners, due dates, and deliverables.

Monitor execution against plans and proactively identify schedule, resource, financial, or delivery risks.

Drive follow-up and accountability for open actions across program stakeholders.

Maintain program risk, issue, decision, and action tracking.

Escalate issues requiring program leadership intervention with clear context and recommended actions.

Coordinate multiple concurrent cohorts and workstreams across regions and time zones.

Establish repeatable operating processes, checklists, templates, and controls that enable programs to scale globally.

Cohort Planning & Delivery

Manage end-to-end operational readiness for each cohort and module.

Coordinate facilities, room reservations, catering, supplies, AV/technology, participant materials, shipping, and other delivery requirements.

Establish and maintain detailed regional readiness plans.

Coordinate participant and instructor travel requirements and readiness.

Ensure required materials, resources, systems, and support are available before each delivery milestone.

Conduct readiness reviews and proactively resolve gaps before program delivery.

Coordinate post-module closeout activities, retrospectives, lessons learned, and follow-up actions.

Participant Lifecycle Management

Manage participant processes from application through program completion.

Maintain accurate participant rosters, application status, waitlists, attendance, completion requirements, and program records.

Coordinate participant onboarding, confirmations, pre-work, travel guidance, reminders, and completion communications.

Track attendance, assessments, required documentation, certificates, and other completion criteria.

Monitor participant questions and issues and ensure timely resolution or escalation.

Support a consistent, high-quality participant experience across regions.

Instructor Coordination & Development Support

Maintain instructor assignments and availability across cohorts and modules.

Coordinate instructor planning meetings, preparation activities, travel, materials, and delivery readiness.

Maintain the instructor development pipeline, including candidates, development stages, observation and co-instruction opportunities, and future assignments.

Coordinate instructor resources and collaboration through SharePoint, Teams, Microsoft Loop, and other program systems.

Capture instructor feedback, lessons learned, and improvement recommendations.

Ensure instructor-related actions and dependencies are incorporated into program plans.

Financial Management & Cost Recovery

Maintain detailed program budgets, forecasts, commitments, actual expenses, and projected costs.

Coordinate purchase orders, invoices, vendor payments, travel expenses, procurement activities, and other program financial processes.

Manage participant cost-recovery and cross-charge processes in partnership with Finance.

Track financial transactions through completion and proactively resolve exceptions or delays.

Maintain accurate documentation and controls supporting program financial activities.

Prepare financial summaries, variance analysis, and information needed for program leadership and executive reporting.

Communications & Stakeholder Coordination

Develop and execute program communication plans for participants, managers, instructors, HR partners, regional stakeholders, and other audiences.

Draft clear, professional communications related to applications, selection, program expectations, schedules, travel, delivery, completion, and other milestones.

Coordinate recurring planning and governance meetings.

Prepare agendas, capture decisions and actions, and ensure timely follow-through.

Build productive working relationships across functions, businesses, regions, and levels of the organization.

Represent the program professionally in interactions with employees, leaders, vendors, universities, and external partners.

Systems, Data & Administration

Maintain accurate program information across Microsoft Planner, SharePoint, Teams, Loop, Forms, Excel, and other program platforms.

Establish consistent data-management practices across cohorts and regions.

Maintain participant, instructor, financial, schedule, and program performance data.

Ensure program documentation is current, organized, accessible, and appropriately controlled.

Identify opportunities to automate or simplify recurring administrative processes.

Reporting, Governance & Controls

Maintain dashboards and reporting for participation, completion, delivery status, instructor capability, financial performance, and other program measures.

Prepare regular status reporting for program leadership and governance forums.

Ensure established program processes, controls, approvals, and documentation requirements are followed.

Identify gaps in operating processes and recommend corrective actions.

Maintain a clear record of program decisions, risks, issues, and lessons learned.

Continuous Improvement

Lead operational retrospectives and translate lessons learned into process improvements.

Identify recurring pain points, inefficiencies, risks, and opportunities for simplification.

Recommend improvements that strengthen program quality, scalability, consistency, and participant experience.

Update project plans, templates, procedures, and operating documentation based on lessons learned.

Support development of a repeatable enterprise operating model that can be applied across additional technical capability programs.

Responsibility Level

Operates with significant independence under the strategic direction of the Program Lead.

Owns day-to-day operational execution and project management for assigned capability programs.

Anticipates needs, identifies risks, develops solutions, and drives work forward without requiring detailed direction.

Manages multiple complex and overlapping priorities across regions, functions, and stakeholders.

Exercises sound judgment when determining what can be resolved independently and what requires escalation.

Holds stakeholders accountable for commitments, deliverables, and timelines while maintaining strong working relationships.

Works effectively with technical leaders, instructors, Finance, HR, Procurement, vendors, and employees across cultures and organizational levels.

Demonstrates exceptional attention to detail while maintaining an end-to-end view of program delivery.

Handles financial, participant, and program information with appropriate discretion and accuracy.

Represents enterprise capability programs professionally and credibly with internal and external stakeholders.

Day-to-Day Activities

Task

Frequency

Review project plans, milestones, risks, issues, and overdue actions

Daily

Review participant applications, inquiries, and required actions

Daily

Coordinate with regional teams, instructors, and program stakeholders

Daily / as needed

Maintain Planner, rosters, financial trackers, systems, and program records

Daily / weekly

Drive action-item follow-up and issue resolution

Daily

Coordinate cohort and module logistics

Ongoing / by milestone

Monitor purchase orders, invoices, expenses, and cost recovery

Weekly

Coordinate instructor preparation and development activities

Weekly / by milestone

Prepare and facilitate regional planning meetings

Weekly

Update program dashboards and status reporting

Weekly / monthly

Prepare participant, manager, instructor, and stakeholder communications

By milestone

Conduct readiness reviews

Prior to each module

Coordinate surveys, retrospectives, and lessons learned

Post-module

Recommend and implement process improvements

Ongoing

Required Skills & Prior Experience

Bachelor's degree or equivalent relevant experience.

2 - 5 years of experience in project management, program management, operations, learning/program delivery, or a related field.

Demonstrated experience independently managing complex projects with multiple stakeholders, dependencies, deadlines, and competing priorities.

Strong project management skills, including planning, task and dependency management, risk and issue management, action tracking, and stakeholder accountability.

Experience coordinating programs or projects across multiple functions, locations, or time zones.

Strong financial and operational acumen, including experience with budgets, forecasts, purchase orders, invoices, procurement, expense management, or cost tracking.

Demonstrated ability to identify problems, evaluate options, recommend solutions, and drive issues through resolution.

Excellent written and verbal communication skills with the ability to communicate effectively with employees, technical professionals, leaders, and cross-functional partners.

Strong attention to detail and commitment to data accuracy, process discipline, and follow-through.

Advanced proficiency with Microsoft 365 tools, particularly Excel, PowerPoint, Outlook, Teams, SharePoint, Planner, Forms, and Loop.

Ability to quickly learn and effectively use enterprise systems and digital tools.

Experience developing standardized processes, templates, operating procedures, or project controls.

Strong customer orientation and interpersonal skills, particularly in global and cross-cultural environments.

Ability to work independently, anticipate needs, establish priorities, and manage work with limited day-to-day direction.

Preferred Qualifications

Experience supporting global learning, technical capability, talent development, or enterprise development programs.

Experience with financial systems, procurement processes, purchase orders, invoicing, and internal cost recovery.

Experience coordinating instructor-led or cohort-based programs.

Experience working with engineering or technical organizations.

Project management certification or formal project management training.

Experience using data and reporting to identify operational trends and drive continuous improvement.

EEO:

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.