Job Title: Asana Project / Program Manager
Location: Seattle, WA
Duration: 3 Months
 
JOB OVERVIEW
Client is seeking an experienced Asana Platform Architect / Program Manager to support the Service Expansion team as the organization scales drone delivery operations across the United States.
The team currently manages 59+ active site-launch schedules across 63 cross-functional teams, with each schedule containing 175+ tasks and complex dependencies. Asana serves as the central platform for coordinating these large-scale launch programs.
The ideal candidate will be an Asana subject matter expert with strong program management experience who can assess and redesign an existing enterprise-scale Asana environment, repair complex scheduling dependencies, implement automation and integrations, establish governance, and drive adoption through training and change management.
This is not a traditional Project Manager role. The position requires deep, hands-on experience with Asana administration, platform architecture, enterprise scheduling, dependency management, and workflow optimization.
 
Key Responsibilities:
Asana Platform Architecture & Administration

• Serve as the organization's Asana Subject Matter Expert (SME) and platform architect.
• Conduct a comprehensive audit of the current Asana workspace, including architecture, dependencies, custom fields, permissions, templates, and workflows.
• Redesign and optimize project, portfolio, section, and template architecture.
• Build and maintain standardized launch schedule templates across multiple site configurations.
• Standardize task naming, custom fields, project structures, and dependency logic.
• Configure Asana workflows, Rules, automation, and available AI capabilities to reduce manual administration.
• Design and manage permissions architecture to enable teams to maintain their schedules effectively.

Schedule Network & Dependency Management

• Rebuild and validate complex task dependency chains and cross-project linkages.
• Establish reliable critical path methodology across active launch schedules.
• Ensure milestone and schedule changes appropriately cascade to downstream activities.
• Identify and manage cross-project resource dependencies and conflicts.
• Configure and validate Timeline/Gantt views to accurately reflect schedule health.
• Analyze complex multi-team program schedules and identify risks to launch milestones.

Data Integration & Automation

• Design and maintain integrations between Asana and operational/business systems.
• Work with platforms such as Slack, QuickSight, Outlook, SharePoint/Confluence, and Jira.
• Eliminate unnecessary manual data entry by connecting Asana with authoritative source systems.
• Implement workflow automation and rules to improve data accuracy and operational efficiency.
• Ensure integrations and workflows follow organizational security and data governance standards.

Training, Adoption & Change Management

• Develop and deliver Asana training for different user groups, including Launch Managers, cross-functional teams, and executive leadership.
• Create training materials, documentation, quick-reference guides, onboarding materials, and governance standards.
• Establish user-support mechanisms such as office hours and champions programs.
• Monitor adoption and identify areas where users are creating manual workarounds.
• Lead the transition from the current Asana environment to the optimized environment without disrupting active projects.
• Provide train-the-trainer support and knowledge transfer.

Governance & Reporting

• Define and enforce Asana project management standards and governance.
• Establish naming conventions, template standards, and usage guidelines across teams.
• Build executive-level portfolio dashboards showing launch status, schedule health, and milestone risk.
• Monitor platform usage and identify opportunities for process improvement.
• Maintain organized and traceable project records for leadership reporting and review.

Program Management & Stakeholder Coordination

• Coordinate project/program activities and monitor overall progress.
• Track milestones, risks, dependencies, and deliverables.
• Provide status updates and reporting to program leadership.
• Coordinate with cross-functional teams to ensure alignment.
• Support knowledge transfer and final handoff of the optimized Asana environment.

TIME ALLOCATION

• 45% – Asana Platform: Workspace redesign, dependency repair, critical-path validation, template standardization, custom-field restructuring, and governance.
• 25% – Data Integration & Automation: Integrations, Asana Rules/workflows, automation, and reducing manual data entry.
• 15% – Training & Change Management: User training, documentation, adoption, and ongoing support.
• 10% – Governance & Reporting: Dashboards, standards, usage monitoring, and reporting.
• 5% – Stakeholder Coordination: Program updates, knowledge transfer, and train-the-trainer activities.

REQUIRED QUALIFICATIONS
Must-Have Skills

1. Asana Administration & Platform Architecture
   • 3+ years of hands-on experience administering and architecting Asana.
   • Proven experience managing large-scale Asana environments with numerous projects, teams, tasks, and dependencies.
   • Strong knowledge of Asana projects, portfolios, templates, custom fields, permissions, workflows, Rules, and Timeline/Gantt functionality.
   • Experience transforming and optimizing an existing, organically grown Asana environment rather than only implementing a greenfield solution.
2. Program Scheduling & Dependency Management
   • 5+ years of project or program management experience.
   • Strong understanding of complex project/program scheduling.
   • Expert knowledge of task dependencies, cross-project dependencies, critical path methodology, milestones, and Timeline/Gantt views.
   • Experience managing multi-team programs with complex interdependencies and resource constraints.
3. Automation, Integration & Change Management
   • Experience building workflows, automation, and rules within Asana.
   • Experience integrating Asana with business/operational systems is highly preferred.
   • Strong training, documentation, user adoption, and change-management experience.
   • Ability to communicate technical platform concepts to both technical and non-technical stakeholders.

PREFERRED EXPERIENCE

• Experience with Asana AI / AI Studio or similar AI-driven workflow capabilities.
• Experience integrating Asana with Slack, Jira, Outlook, SharePoint, Confluence, or QuickSight.
• Enterprise-scale work management or project-management platform administration.
• Experience establishing platform governance and standards across multiple teams.
• Experience supporting large-scale operational, construction, infrastructure, logistics, or site-launch programs

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.This position's pay range is $70.00/hr - $75.00/hr.