The uncommon agency for the common good

Program Supervisor (DC Office)

Who You Are

A dynamic project management guru with a talent and passion for seeing large and complex projects through from ideation to completion. You effectively negotiate and manage project timelines and budgets, efficiently deploy agency resources, and establish and ensure adherence to strong workflow processes. You have strong relationships both internally with your team members and externally with clients, as well as a demonstrated track record of delivering projects on time and within budget.

Who We Are

Civilian is a different kind of marketing communications agency. From our headquarters in San Diego to our offices in Los Angeles, Sacramento, and, now, DC, we are dedicated to improving quality of life for our employees, clients, and the world. We are a purpose-driven certified B Corporation focused on tackling challenging issues, creating positive change, and strengthening communities. We do this by working with nonprofits, government agencies, and purpose-driven organizations to promote environmental sustainability, advance public health, and support economic development.

We are a dedicated group of innovators and problem solvers who come to work every day grateful for the opportunity to make a difference. We support our employees’ professional and personal development with a rich set of benefits, humane working hours, and a culture that rewards embracing challenges and having a great time doing it. The success of our approach shows in our average employee tenure of nearly five years (vs. the industry average of 2.5) and in the number of Civilians that return. We offer a truly unique balance of professionalism and heart—and an office full of free snacks, a dog or two, and the occasional afternoon happy hour.

Civilian’s New DC Office (Opening Early 2022)

Our clients have been clamoring for an East Coast office, and we are excited to put down roots in DC (backed by several long-term client contracts). We are building a team that will expand the Civilian mission and culture with room for a uniquely East Coast point of view. We are looking for leaders who thrive in fast-paced, service-driven, and continuously evolving environments. Travel is not required, but quarterly trips to San Diego are encouraged to establish in-person connections with the West Coast team. If this sounds like you, consider joining our group of like-minded individuals and get excited about the chance to do work that matters.

The Job

The Program Supervisor serves as the client-facing agency advocate focusing on the “how and when” and works in close partnership with the Account Supervisor, who serves as the client advocate and focuses on the “why and what.” Manages day-to-day client and internal communications regarding work in progress; ensures effective and efficient management of project timelines and budgets; and strategically drives the work through to completion. Ultimately responsible for the efficiency, profitability, and timely completion of client deliverables.

Responsibilities:

Day-to-Day Activities:

Project Management (80%):

  • Develop strong personal and working relationships with client contacts earning their respect, confidence, and, most importantly, trust; gain a fluent understanding of client campaign and project needs
  • Manage day-to-day client communication, manage timeline expectations, and serve as escalation point for client issues and first line of communication for internal staff on any issues impacting campaign/project schedules, budgets, or deliverables
  • Monitor projects and budgets daily for task completion, follow-ups, reconciliations, deviations and scope creep
  • Manage the agency’s efficiency and profitability on assigned campaigns and projects
  • Develop and maintain productive, supportive, and collaborative relationships with ACSV counterpart and team members in other departments
  • Ensure the completion of high-quality deliverables on-time and on-budget based on established agency processes
  • Keep Account Supervisor informed of issues or delays that may impact client deliverables or relationship; provide timely updates on project schedules or budgets with proactive recommendations on how to advance/improve
  • Listen, easily receive feedback from team members, and respond productively and swiftly to come up with time, scope, or budget solutions

Resource Management (20%):

  • Work with Project Manager to develop detailed campaign and project timelines and deadlines, budget estimates, and resource estimates to align with proposed scopes of work to meet client needs within the agency’s overarching schedule, budget, and staffing constraints
  • Stay abreast of resources and constraints across the agency based upon info from PMs
  • Monitor internal resourcing for Civilian personnel; work with the Project Manager and Director of Operations to identify and proactively fill any gaps in the agency’s production schedule
  • Lead the scoping and budgeting for outside contractors; help source contractor(s) and manage appropriate paperwork
  • Facilitate monthly client billing process and work with Accounting and Account Services to generate appropriate invoice(s); maintain in-depth knowledge of client(s) finance and billing status
  • Expertly and effectively employ agency systems including Workamajig project management software and other agency tools; maintain the accuracy of all data in WAM in a timely fashion
  • Evaluate and refine departmental and agency processes to increase agency/team output and efficiency; lead productive communication to address and resolve any internal conflicts
  • Participate as requested or required in business development efforts, including scoping and budgeting.

Qualifications:

  • 7+ years of project management experience with experience in a marketing or advertising agency
  • Bachelor’s degree required
  • Demonstrated project management prowess with PMP or ACP (Agile Certified Practitioner) certification
  • High proficiency in understanding and training in project management software; Workamajig preferred
  • Experience in successfully managing campaigns with multiple projects, components, and deliverables
  • Proven record of success in maintaining strong relationships and working collaboratively and effectively with team members in multiple departments; proven ability to manage ahead and bring others along
  • Skilled in developing work breakdown structures, creating timelines, and driving successful execution of projects, on-quality, on-budget and on-schedule
  • Skilled in collaborating to create detailed project estimates aligned with proposed scopes of work
  • Skilled in project financial management and analysis; experience with campaign budget to actuals
  • Ability to maintain a high standard of diplomacy and productivity in a fast-paced work environment
  • Strong communication and presentation skills
  • Exceptional attention to detail, organization, multi-tasking and time management skills
  • Ability to quickly identify efficiency problems and solve them
  • Self-motivated, proactive, and entrepreneurial; demonstrated ability to work independently; figure-it-out mentality
  • Ability to collaborate and come up with strong solutions when scope, timing, or budget is an issue.
  • Ability to proactively recognize and plan for crisis control.
  • Ability to clearly communicate and quickly address, manage, and resolve conflicts.
  • Understanding of agency deliverables and what is needed to complete them.
  • Volunteerism, a passion for social change, and diversity and inclusion awareness are all highly preferred candidate traits.

Location

Washington, DC

Status

Full-time with flexible hybrid in-office/virtual schedule plus full benefits

Let’s Get to Know Each Other

Are you the one? Are we the one? If this sounds like a fit, let’s talk more. Please email careers@civilian.com to tell us why we absolutely, positively need you on our team. Don’t forget to attach your resume. And check out https://civilian.com/careers/ and our Glassdoor reviews for more information on how talented, smart, and delightful we are.

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