PCF Project Director (Pasadena)

Job Description:

POSITION SUMMARY :

The Project Director is responsible for overseeing the administration of the PCF 2025-2026 Grant project, including the work of collaborators and sub-recipients, managing the budget, and ensuring that the project goals and objectives are accomplished. Serving as a vocal and visible champion, they legitimize the project goals and objectives and keeps abreast of major project activities. They are also responsible for the timely submission of all program deliverables, reports from grant awardees, and regular updates as required by the terms of the award. Monthly, quarterly, and final program narrative reports are prepared and submitted to the Grant Advisory Board, System Grants office, and the grant funder.

This is a full-time, temporary position funded for one year through the PCF Grant. As part of the role, the Project Director is responsible for seeking additional funding to sustain the position beyond the initial grant period. This position is a one-year appointment funded by the PCF Grant. Seeking further funding for the position project is included in the role and responsibilities. Continued employment is contingent upon securing that funding.

SUPERVISION RECEIVED:

• Supervision: The incumbent performs a variety of routine work within established policies and procedures and receives detailed instructions on new projects and assignments.

SUPERVISION EXERCISED:

☒ Minimal or no supervisory responsibilities.

# of Supervised Directly # of Supervised Indirectly

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___0___FTE (Non-exempt) ___0___FTE (Non-exempt):

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ESSENTIAL FUNCTIONS*:

• Serve as the main point of contact for all communication regarding the grant.

• Lead and coordinate all project activities in alignment with the scope of work outlined in the grant proposal, including planning, implementation, and evaluation.

• Ensure timely submission of accurate narrative and financial reports to internal stakeholders and the funder, in compliance with grant and institutional requirements.

• Manage the grant budget and finances in accordance with college and funder policies, procedures, and relevant laws/regulations.

• Hire, supervise, and mentor project staff and/or student workers as appropriate.

• Facilitate working relationships with grant awardees through site visits, and supportive meetings.

• Educate grant recipients on requirements and report requirements, including impact stories and data.

• Coordinate activities to support relationships with early childhood providers and leaders in the field.

• Lead efforts to identify and pursue additional funding opportunities for subsequent phases or expansion of the project, including support for the Grants Project Director role.

• Work with the requisite Pacific Oaks College and Community Solution Education System departments to ensure compliance with all grant and institutional policies and procedures.

• Maintain detailed records of project activities, progress, and outcomes, preparing regular updates and comprehensive final reports for the Advisory Board, funder, and college leadership.

• Perform other duties as assigned to support project success and organizational goals.

Is regular attendance an essential function? ☒ Yes ☐ No

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES :

KNOWLEDGE:

• Current knowledge of grant compliance principles, ability to understand and interpret policy, procedures, and regulations as they apply to grants

• Working knowledge of basic accounting principles and grant management.

SKILLS:

• Proficiency in Microsoft Office Suite, especially Word, Excel, PowerPoint, and Teams.

• Proficiency in a second language (Spanish, Mandarin, Cantonese) would be an advantage.

• Proficiency with grant submission and reporting standards.

• Excellent interpersonal skills with the ability to interact effectively with various populations to create positive relationships with all constituents.

• Excellent oral and written communication skills, ability to deliver presentations or training and effective communication in oral and written form, tailoring messages to various audiences.

• Results oriented with attention to detail.

ABILITIES:

• Ability to prioritize and deliver quality work subject to multiple and/or concurrent deadlines.

• Ability to exercise discretion/independent judgment and act upon decisions within scope of delegated authority.

• Ability to be flexible in schedule to accommodate site visits and community meetings.

• Ability to manage multiple projects and competing priorities while working independently with minimal supervision.

• Demonstrated ability to lead projects with multiple partners to achieve project goals under strict timelines.

POSITION QUALIFICATIONS :

Education: Bachelor’s degree required; master’s degree preferred.

Experience:

• Minimum of 3-5 years of experience in project or grant management preferred

• Experience in public speaking, influence and presentation skills

• Experience in financial management, reporting and compliance.

• Experience working with internal and external partners to achieve project outcomes.

• Experience in the field of early childhood education and knowledge of community organizations that serve children and families.

• Knowledge of the Altadena/Pasadena communities preferred.

TYPICAL WORKING CONDITIONS :

• Office environment; typically, 70 degrees

• Noise level is usually quiet to moderately noisy while in the office

EQUIPMENT USED:

• Computer/Laptop

• Calculator/10-key

• Telephone

• Copier, scanner and fax machines

ESSENTIAL PHYSICAL & MENTAL TASKS:

Physical Demands:

☒ Standing ☐ Lifting: _# Lbs. ☐ Pushing/Pulling

☒ Driving

☒ Walking ☐ Carrying ☒ Hearing

☒ Speaking

☐ Reaching ☒ Writing ☐ Squatting/Kneeling

☒ Seeing

☐ Climbing ☐ Pushing ☒ Other: Typing

Physical Environment - Exposed to:

☒ Noise ☒ Heat/Cold ☐ Fumes/Gases

☐ Human Tissue/Fluids

☐ Chemicals ☐ Carcinogens ☒ Dirt

☐ Animal Tissue/Fluids

☐ Toxic Chemicals ☐ Radiation ☐Other:

☐ Biohazardous Material

Mental Demands:

☒ Reading ☒ Frequent Interruptions

☒ Periods of Concentrated Attention

☒ Detailed Work ☒ Irregular Work Schedule

☒ Frequent Contact with People

☒ Frequent Deadlines ☐Other:

☒ Multiple Concurrent Tasks

TRAVEL: Approximately 50% travel is required. The position is hybrid and site visits to child care providers are required. Applicants must have a valid California driver’s license, active vehicle insurance, and their own reliable vehicle.

ENVIRONMENTAL CONDITIONS:

The characteristics of the work environment described here are representative of those an employee encounters while performing the essential functions of the job:

The noise level in the work environment is usually quite to moderately noisy while in the office. The office temperature is about 70 degrees.

DECISION MAKING:

The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.

CONTACT RESPONSIBILITIES:

Routine exchange or presentation of information.

Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees. Recommends alternative approaches to solve problems and conflicts.

FINANCIAL RESPONSIBILITY:

This position does require management of budgets, and the Project Director is required to follow Pacific Oaks policies for purchasing and budget approvals.

Compensation & Benefits This opportunity is budgeted at $91,280.00-100,335.00 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status,