Large-Scale Collaboration Grant Project Manager at Santa Clara University in Berkeley, CA

Job description

Position Title: Large-Scale Collaboration Grant Project Manager Position Type: Regular Hiring Range: $37.31 - $44.79 per hour' Compensation will be based on education, experience, skills relevant to the role, and internal equity. Pay Frequency: Hourly A. POSITION PURPOSE Under the supervision of the Sr. Assistant Dean / Chief Operating Officer and in close coordination with project co-leads, the Project Manager provides administrative, operational, and tactical leadership for the implementation of the $10 Million Lilly Endowment Large-Scale Collaboration Grant. This 5-year grant project supports the launch and integration of the Pope Francis Institute for Pastoral Flourishing (PFI), the relocation and integration of JST-SCU into Santa Clara University’s main campus, and the expansion of regional and national network partnerships. The Project Manager serves as the primary operational engine driving daily grant activities. This position is responsible for ensuring all strategic deliverables, sub-project timelines, inter-departmental workflows, budget tracking, and official compliance reporting to the Lilly Endowment are executed seamlessly, accurately, and on schedule. B. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Grant Project Management & Operational Execution Serve as the central point of tactical execution, project tracking, and workflow management for all initiatives funded under the $10M Lilly LSC Grant. Develop and maintain comprehensive master project plans, timelines, work breakdown structures, and milestone tracking frameworks across all grant components. Monitor day-to-day progress across project working groups, internal SCU departments (JST, GPPM, Religious Studies), and external collaborating partners. Manage the operational roadmap for Year 1 ("Year of Co-Design"), coordinating inter-departmental task forces, curriculum alignment teams, and committee deliverables. Identify operational bottlenecks, risks, or schedule deviations, implementing corrective action plans to maintain project momentum. 2. Centralized Compliance, Financial Tracking & Grant Reporting Manage overall compliance with Lilly Endowment Grant Agreement terms, conditions, and reporting requirements. Partner closely with SCU Office of Sponsored Projects (SPO), JST Finance, and University Development to monitor the $10M budget, track expenditure allocations, approve line-item disbursements, and manage sub-award contracts. Coordinate, write, and submit all annual narrative program reports and collaborate with the SPO to submit financial reports to the Lilly Endowment by established deadlines. Collect, aggregate, and verify project data, revenue match metrics, and qualitative/quantitative outcomes from constituent units (such as CLTM, PFI, and external partner networks) for centralized reporting. Oversee budget revision requests and line-item reallocations in accordance with Lilly Endowment policy guidelines. 3. Stakeholder Coordination & Governance Support Facilitate regular communication, meeting schedules, documentation, and reporting streams for the Grant Steering Committee, Advisory Boards, and Working Groups. Serve as the primary liaison between internal academic units and external partner organizations (e.g., ACHTUS, RECOSS, Iskali, regional dioceses, Discerning Deacons), managing partner contracts, stipends, and joint project deliverables. Maintain central project repositories, shared documentation, communications archives, and collaborative platforms (e.g., Google Workspace/Drive) to ensure transparent governance. 4. Communications, Dissemination & Logistics Coordinate the execution of project events, national symposia, planning retreats, workshops, and advisory council meetings in collaboration with project staff. Implement the grant’s strategic communication and dissemination plan, sharing project insights, best practices, and research outputs with national theological networks and peer institutions. Maintain systematic evaluation data and perfo