1. What is a Project Manager at AIDS Healthcare Foundation?

At AIDS Healthcare Foundation (AHF), the role of a Project Manager (often titled Program Manager depending on the specific department, such as Quality Improvement, Housing, or Prevention) is far more than a logistical oversight position. You are a vital connector between our strategic mission—providing cutting-edge medicine and advocacy regardless of ability to pay—and the vulnerable populations we serve. Whether you are ensuring housing stability in Dallas, managing youth prevention programs in Cleveland, or driving quality improvement in Los Angeles, your work directly impacts patient outcomes and organizational compliance.

In this role, you act as the operational backbone for specific service lines. You are responsible for interpreting complex funding requirements—such as the Ryan White Care Act, Housing Forward, or local prevention grants—and translating them into actionable, compliant, and effective programs. You will collaborate with healthcare providers, government funders, and community stakeholders to ensure that our services are not only delivered efficienty but also meet the rigorous standards required by our contracts.

This position requires a unique blend of "head and heart." You must possess the technical discipline to manage audits, data validity, and budgets while maintaining the empathy and passion required to advocate for people living with HIV/AIDS. AHF is a fast-paced, "nimble" environment where priorities can shift rapidly to meet the needs of our patients. As a Project Manager, you are expected to navigate this dynamic landscape with resilience, ensuring that our core values—especially Patient-Centered care and Fighting for What’s Right—are evident in every project you lead.

2. Getting Ready for Your Interviews

Preparation for AHF requires you to look beyond standard project management methodologies. While PMP principles are valuable, your interviewers are primarily looking for your ability to apply structure to social impact work within a healthcare setting.

Mission Alignment & Advocacy – AHF is an advocacy organization as much as it is a healthcare provider. Interviewers will evaluate your genuine commitment to the mission. You must demonstrate that you understand the socio-economic factors affecting our patients and that you are willing to be a vocal advocate for the underserved.

Grant & Contract Fluency – A significant portion of your role involves managing deliverables tied to government funding (e.g., HIV/AIDS Bureau measures, Ryan White Parts, or Housing Authority standards). You need to show that you can read, understand, and operationalize complex contract requirements to keep the organization audit-ready at all times.

Operational "Nimbleness" – "Nimble" is one of AHF’s core values. The interview team will assess your ability to adapt to changing regulations, immediate patient needs, or shifting funding landscapes without losing your composure. They are looking for problem-solvers who can pivot quickly while keeping long-term goals on track.

Data-Driven Decision Making – Whether you are in Quality Improvement or Housing, you must be comfortable with data. You will be evaluated on your ability to interpret clinical quality measures, client satisfaction surveys, or housing retention rates and use that data to drive program improvements.

3. Interview Process Overview

The interview process at AIDS Healthcare Foundation is designed to assess both your technical competency in program management and your cultural fit within a passionate, advocacy-driven organization. Generally, the process is thorough but moves at a reasonable pace, reflecting our value of being nimble.

Expect to begin with a screening call with a recruiter or HR representative. This conversation focuses on your background, your interest in AHF, and your basic qualifications regarding the specific domain (e.g., social work, public health, or quality improvement). If you pass this stage, you will move to an interview with the Hiring Manager. This session digs deeper into your experience with specific funding streams (like Ryan White or HOPWA), your management style, and your history with direct service delivery.

Subsequent rounds often involve a panel interview with key stakeholders. This may include Directors of Education, Medical Directors, or other Program Managers. They will present behavioral scenarios related to staff management, crisis intervention, and audit preparation. For certain roles, you may be asked to discuss how you would handle a specific scenario, such as a drop in patient retention or a sudden change in grant deliverables.

The timeline above illustrates the typical flow for a Project Manager candidate. While the process is standard, the emphasis in the later stages shifts heavily toward situational judgment and values alignment. You should use the time between stages to research the specific grants or programs mentioned in the job description, as this knowledge will set you apart during the panel rounds.

4. Deep Dive into Evaluation Areas

Candidates for Project Manager roles are evaluated on their ability to balance strict compliance with compassionate care. Based on the role's requirements, prepare for deep dives in the following areas:

Program Compliance and Grant Management

This is the technical core of the role. Interviewers need to know you can protect the organization's funding by maintaining impeccable standards.

Be ready to go over:

• Audit Readiness: How you maintain documentation and prepare for site visits from funders (e.g., HRSA, local health departments).
• Deliverable Tracking: Your systems for ensuring all grant objectives are met on time.
• Regulatory Knowledge: Your familiarity with the Ryan White Care Act, HOPWA, or other specific funding sources relevant to the location.
• Advanced concepts: Experience with "Corrective Action Plans" (CAPs) if a program falls behind on measures.

Example questions or scenarios:

• "Describe a time you identified a compliance risk in a program. How did you address it before it became an audit finding?"
• "How do you ensure your team captures accurate data for the Ryan White Services Report (RSR) throughout the year?"

Operational Agility and Problem Solving

AHF values staff who can "Figure it out." You will be tested on your ability to manage chaos and solve problems without constant hand-holding.

Be ready to go over:

• Resource Allocation: Managing budgets and staffing when needs fluctuate.
• Crisis Management: Handling immediate client crises (e.g., a housing client facing eviction or a gap in youth prevention services).
• Process Improvement: identifying bottlenecks in patient intake or service delivery and streamlining them.

Example questions or scenarios:

• "We often face sudden changes in funder priorities. Tell me about a time you had to pivot a project strategy halfway through implementation."
• "If a key metric (like viral load suppression or housing retention) drops for two consecutive quarters, what steps would you take to investigate and fix it?"

Stakeholder Collaboration and Advocacy

You work in a "collaborative organizational structure where staff are accountable to multiple leaders." You must demonstrate political savvy and a collaborative spirit.

Be ready to go over:

• Internal Collaboration: Working with IT for data reports, HR for staffing, and clinical teams for patient care.
• External Partnerships: Building relationships with community leaders, other non-profits, and government agencies.
• Consumer Involvement: How you incorporate client feedback (surveys, advisory boards) into program design.

Example questions or scenarios:

• "How would you handle a situation where a clinical provider disagrees with a new administrative process required by a grant?"
• "Describe how you have utilized a Client Advisory Board to improve service delivery."

5. Key Responsibilities

As a Project Manager at AHF, your day-to-day work is a blend of high-level strategy and on-the-ground execution. You are responsible for the lifecycle of your assigned program, whether that is a Quality Improvement plan or a Housing initiative.

You will spend a significant amount of time monitoring performance metrics. This involves collaborating with the IT department to generate internal reports, analyzing data against HAB (HIV/AIDS Bureau) measures, and submitting periodic reports to funders. You are the guardian of the data, ensuring its validity and using it to tell the story of your program's success.

Collaboration is another daily constant. You will interface with a diverse population of staff, from medical providers to case managers. You are expected to champion consumer involvement, ensuring that the voices of people with lived experience are heard through surveys and focus groups. You will also represent AHF in local and national quality improvement collaboratives or community planning groups, enhancing the organization's reputation.

Finally, you act as a personnel and resource manager. You will hire, train, and oversee staff, ensuring they understand intake, recertification, and exit processes. You are responsible for building your team's capacity, identifying their strengths and weaknesses, and fostering a culture of "radical cooperation" to meet the deliverables of your contracts.

6. Role Requirements & Qualifications

Successful candidates generally possess a background that bridges social services and administrative management.

Must-have skills

• Domain Expertise: A Bachelor’s degree in Social Work, Public Health, or a related field is typically required. For Housing roles, familiarity with DHA and Housing Forward systems is essential. For QI roles, deep knowledge of the Ryan White Care Act is non-negotiable.
• Direct Service Experience: At least 2 years of direct service delivery or case management experience. You need to understand the reality of the work your team is doing.
• Data Competency: The ability to interpret complex performance measures and utilize data for Clinical Quality Management.
• Grant Management: Proven experience implementing programs in accordance with funding deliverables and maintaining audit readiness.

Nice-to-have skills

• Certifications: HIV Testing Certification, PMP, or Lean Six Sigma (for Quality roles).
• Local System Knowledge: Existing relationships with local stakeholders (e.g., Dallas Housing Authority, Cleveland community leaders).
• Advocacy Experience: A history of political or community advocacy aligns well with AHF’s "Fight for What’s Right" value.

7. Common Interview Questions

The following questions are representative of what you might face. They focus on your ability to manage specific non-profit constraints while maintaining high standards of care. AHF interviewers often use behavioral questions to test your alignment with their Core Values.

Program & Compliance Management

These questions test your technical ability to run a compliant program.

• "How do you ensure that your team's documentation meets the strict standards of the Ryan White Care Act?"
• "Walk me through your process for preparing for a site visit from a major funder."
• "How do you handle a situation where a program is underperforming on its contracted deliverables?"
• "Describe your experience with data utilization for clinical quality management."

Leadership & Staff Management

These questions assess how you handle the "Value Employees" and "Respect for Diversity" values.

• "Tell me about a time you had to manage a staff member who was resistant to a new policy or procedure."
• "How do you build a cohesive team when staff are accountable to multiple leaders in a matrixed organization?"
• "Describe a time you identified a skill gap in your team and how you addressed it."

Adaptability & Culture Fit

These questions look for the "Nimble" and "Fight for What’s Right" traits.

• "AHF is a fast-paced environment. Give me an example of a time you had to adapt quickly to a significant change."
• "Why do you want to work for AIDS Healthcare Foundation specifically, and how do you align with our mission?"
• "Describe a time you advocated for a client or a cause, even when it was difficult."

8. Frequently Asked Questions

Q: How technical does the interview process get regarding specific regulations? For roles like Quality Improvement or Housing Manager, it can get quite specific. You should be prepared to discuss specific regulations (like Ryan White Parts A/B/C/D or Housing Quality Standards) relevant to the job description. General PM knowledge is not enough; domain expertise is key.

Q: What is the culture like for Project Managers at AHF? The culture is described as "nimble" and mission-driven. It is intense and fast-paced. You are expected to be passionate about the cause. It is not a standard 9-to-5 corporate environment; it is a place for people who want to make a tangible difference and are willing to work hard to do it.

Q: Is this a remote role? Most Project Manager roles at AHF are on-site or hybrid, as they require close interaction with healthcare centers, staff, and clients. The job postings specifically list locations (e.g., Los Angeles, Cleveland, Dallas), implying a physical presence is required to foster team collaboration and client trust.

Q: What distinguishes a top candidate from an average one? A top candidate brings a "solutions-oriented" mindset. Instead of just identifying problems (e.g., "we are out of compliance"), they come to the table with a plan to fix it. They also demonstrate a deep, personal connection to the mission of fighting HIV/AIDS.

9. Other General Tips

Know the "Ryan White" Program: If you are applying for any role involving clinical quality or HIV care management, you must understand the Ryan White HIV/AIDS Program. It is the safety net for the population AHF serves. Being unfamiliar with it is a major red flag.

Embrace the "Nimble" Value: In your answers, avoid sounding rigid. If you rely heavily on strict, unchangeable waterfalls or bureaucratic processes, you may be seen as a poor cultural fit. Emphasize your ability to structure chaos without slowing down progress.

Highlight "Radical Cooperation": AHF operates with a collaborative structure where you might report to multiple leaders or work across business lines (Pharmacy, Healthcare Centers, Advocacy). Show that you can navigate complex org charts and build consensus without formal authority.

Focus on the "Whole Person": When discussing case management or patient care, remember AHF’s patient-centered value. Show that you understand that housing, mental health, and financial stability are all critical components of HIV treatment adherence.

10. Summary & Next Steps

Becoming a Project Manager at AIDS Healthcare Foundation is an opportunity to use your organizational skills to save lives. It is a role that demands high competency in grant management and operations, but rewards you with the knowledge that your work directly supports the most vulnerable members of your community. Whether you are improving clinical quality, securing housing, or preventing new infections, you are a critical part of the fight against HIV/AIDS.

To succeed, focus your preparation on understanding the specific funding streams mentioned in your job description and connecting your past experience to AHF’s core values. Be ready to prove that you are nimble, data-driven, and a fierce advocate for what is right. Review the specific requirements for your location—whether it's the Ryan White Care Act in LA or Housing Forward in Dallas—and come prepared to discuss how you will maintain compliance and excellence.

The salary data above provides a baseline, but compensation at AHF can vary based on the specific grant funding the position and the local cost of living. Ensure you clarify the specific compensation structure for your location during the screening process.

With the right preparation and a genuine passion for the mission, you can demonstrate that you are the leader AHF needs. Head over to Dataford for more resources and interview insights to help you prepare. Good luck!