Emily Grantz (they/them)
Purpose:
Delivers attuned, quality services with a diverse community in alignment with our value proposition so that our clients can build the capacity for measurable impact; and build systems of support and intentional relationships so that when clients need us, they trust us to do the work.
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Accountabilities:
- Facilitating the Circle’s regular Tactical Meetings
- Facilitating the Circle’s Governance Process
- Triggering new elections for the Circle’s elected Roles after each election term expires
- Auditing a Sub-Circle’s meetings and records on request and declaring a Process Breakdown if one is discovered
- Completing Facilitator training within 90 days of assuming the role (if not yet completed)
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Project Manager
for 3+ people projectsPurpose:
Professionally representing The Athena Group at all times with excellent project team development and deliveryDomains:
- Project Contract (including Scope, Schedule, Budget)
Accountabilities:
- Working with Proposal Writer and @Project Team Member to complete new content for proposals, including scope, schedule, and budget
- Estimating project hours for proposals in coordination with @Project Team Member
- Being the point of contact for the client and managing client expectations if there is not an @Account Manager
- Following and using Athena's project management, invoicing and contracting standards, protocols, and standard work set by @Project Office to manage projects in all phases including Project Initiation, Planning, Execution (Communications, Change, Risk), Monitoring (Quality), and Close Out
- Right-sizing the level of project management to the size of the project
- Managing a change log, documenting client decisions, and creating change orders that impact change to scope, schedule, or budget
- Assigning @Project Team Member and adding and removing project team members and communicating the change with client, team, and Project Administration
- Making sure project risks are mitigated and project issues resolved, and if not, escalating the risk/issue to the Client Sponsor.
- Meeting with clients after every proposal submission to debrief when Athena is not awarded a contract, and communicating the why to Business Development Strategy
- Filling the role of @Project Administration unless a role filler is assigned
- Ensuring each @Project Team Member is in compliance with Client contractual requirements and restrictions (e.g. lobbying restrictions, invoicing requirements, record retention, etc.)
- Sharing contract amendments and revisions with @Project Team Member while they are in process, and requesting feedback from @Project Team Member before signature.
- Ensuring the closeout process is completed for all clients with a timeline longer than 3 months and a budget of more than $100,000. The closeout process can be completed for other projects as well at the project manager's discretion.
- Sharing Athena's Harm Accountability guide with each new team and reaching out to @Relational Space Coaching for support when needed
- Evaluating if subcontractors need an Athena Microsoft 365 subscription and making proposals to @Portfolio Outcome Steward when they do. Proposals should include duration, purpose, and level of subscription (Basic or Standard).
- Ensuring there is a structured and supportive meeting held when there is a change in Project Management, providing the new @Project Manager with background, resources, and other appropriate supports to make certain that the new @Project Manager is setup for success.
- Coordinating hourly rate changes with @Enterprise Membership and @Invoicing and Revenue Recovery, if a project has already started.
- Tracking project team members hours, forecasting hours needed to complete the scope of work, and updating monthly revenue estimates
- Establishing and maintaining revenue projections for active projects
- Developing proposal/project budgets using current policies and tools set by @Financial Operator
- Following the Proposal Process
- Selecting rates for non-Partner project team members based on current rate ranges in the Rate Sheet and project budget considerations. Working with @Enterprise Membership when a non-Partner project team member does not have an hourly rate.
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Project Office
Purpose:
Guide Athena project managers as they live into Athena project standards and expectationsDomains:
- Project management standards and procedures
Accountabilities:
- Ensuring that project managers have what they need to track project scope, schedule, and budget
- Supporting project manager in all phases of the project lifecycle (including initiation, planning, execution, monitoring and closing)
- Improving project management processes and implementing standard work
- Designing and managing an online shared platform for project management tools and resources for all Athena members
- Ensuring project closeout data (project description and outcomes, lessons learned, testimonials, photos, media) is gathered and shared by @Project Manager and/or @Project Administration
- Facilitating monthly meeting with @Portfolio Outcome Steward, @Contract Coordination, @Invoicing and Revenue Recovery, @Earnings Advisor and @Financial Operator to review project revenue projections and contract spend-downs.
- Developing and training on project management standards and collaboration tools
- Facilitating coaching or training for project teams informed by project close-out "lessons learned" meeting notes or needs identified by @Project Manager
- Orienting project team members to Athena project standards and expectations
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Project Team Member
Purpose:
Professionally representing The Athena Group at all times by honoring commitments to the project team and producing quality client deliverables.Accountabilities:
- Completing quality work within scope, schedule and budget as outlined in Work Order or Invoicing Template
- Entering actual and estimated hours into monthly invoice on time and accurately
- Participating in client interviews
- Complying with Client contractual requirements and restrictions (e.g. lobbying restrictions, invoicing requirements, record retention, etc.)
- Participating actively in project closeout activities, including coordinating with @Proposal Coordinator to update resumes and bios with the new project information
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Proposal Writer
for Strategy & Deployment, Retreats, Project ManagementPurpose:
To create and persuade proposals that consistently impress clientsAccountabilities:
- Reviewing RFP requirements and developing summary RFP notes with relevant requirements
- Facilitating the proposal development call with project leadership team (and other team members if requested) to assign and set deadlines for completing the proposal.
- Submitting team questions to client, and/or Letters of Interest if requested
- Attending proposal pre-bid conference when @Project Manager is not available.
- Composing proposal content with web content accessibility guidelines in mind.
- Adding and maintaining standard project approach language to the Proposal Library
- Following the Proposal Process
Purpose:
Become a model workplace of the future so that the people doing the work are making an impact, having fun, and living into their zone of genius.
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Accountabilities:
- Practicing the tenets of the Association Agreement.
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Accountabilities:
- Scheduling Project Management Guild meetings.