Associate Project Manager

Position Summary:
Are you interested in being part of a collaborative team and shepherding an interesting portfolio of projects? If so, this is the position for you. The Associate Project Manager is a key individual contributor in the Office of the Chancellor, with reporting line to the Communications and Marketing division. This position is responsible for the planning and development of ongoing projects related to executive communications for the chancellor. The position will provide organization for both day-to-day tasks and assignments while also managing longer-term projects. The Associate Project Manager is responsible for planning, tracking, data entry, reporting, and overseeing the administration and implementation of communications programs and projects. The Associate Project Manager works with both internal and external partners to successfully set and meet project milestones in order to meet the goals set by the Office of the Chancellor and Communications and Marketing. The position is a full-time, benefits-eligible hybrid position and reports directly to the Director of Chancellor Communications and Programs within the Communications and Marketing division. This role requires strong project management skills, a unique combination of executive administrative support and project management, high levels of professionalism, strong writing and critical thinking skills, a relationship-building mentality, and the ability to work in a fast-paced and dynamic environment.

About the Work Unit:
The Office of the Chancellor at Vanderbilt University is responsible for the management and business operations to support the work of the Chancellor in executing the mission of Vanderbilt University. Each team member plays an integral role in executing the strategic initiatives and outreach that drive the University forward. The team works alongside the Chancellor and Vice Chancellors in the planning and operations of Vanderbilt University and its affiliates, as well as coordinating with the Board of Trustees on complex and cross-institutional issues.

This role will dually report to the Executive Communications team within the Communications and Marketing division.

Key Functions and Expected Performance:
•    Plans, implements, and supports special communications projects for the Office of the Chancellor to ensure successful outcomes.
•    Manages day-to-day projects and project details for executive communications, including ensuring that deliverables are in progress, on target and on schedule.
•    Tracks ongoing projects and initiatives to regularly provide a view of the projects and tasks in progress for the chancellor and the provost.
•    As necessary, clarifies writing-project requests from the executive comms team’s partners throughout the university and gathers additional information as necessary for the timely successful execution of projects.
•    Compiles daily items for review by the chancellor and ensures that all approvals have been secured as needed; shares updates on approvals with team members as needed.
•    Ensures that the team meets or exceeds all deadlines, allowing for ample review time for top executives.
•    Develops program overviews and guidelines and manages program administration and implementation timelines.
•    Develops metrics for tracking and evaluating projects as needed.
•    Analyzes and interprets data and information and makes appropriate recommendations based on findings.
•    Identifies potential process improvements for projects, proposing enhancements and reporting on concerns.
•    Maintains positive and collaborative working relationships with campus and external partners and solicits feedback to improve projects and programs.
•    Identifies, analyzes, and improves upon existing project management processes.
•    Demonstrates initiative by anticipating needs, identifying potential challenges, and proactively recommending and implementing solutions with minimal direction.
•    Provides professional and/or technical support in the execution of day-to-day project activities.
•    Works with partners across the university and externally to coordinate resources needed to execute projects and manage programs.
•    Efficiently and effectively manages multiple, complex and results-oriented projects with both quick turn-around requirements and long lead times.
•    Operates in a highly organized fashion with attention to detail on all projects.
•    Adheres to confidentiality and business ethics; demonstrates outstanding judgment and discretion.
•    Demonstrates a high level of comfort with project management tools.
•    Maintains fluency in current and ongoing executive leadership developments in higher education and beyond.
•    Demonstrates understanding of the university’s mission, values, goals and priorities and an ability to ensure that all are considered in developing communications strategies.
•    Communicates and collaborates effectively with a wide range of audiences—including students, faculty, leadership, staff, alumni and vendors.
•    Works outside regular business hours as needed in order to perform job responsibilities.
•    Provides overall support as needed and assigned for department priorities.
•    Performs other relevant duties as assigned.
 

Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Chancellor Communications and Programs within the Communications and Marketing division.
 

Education and Certifications
•    A bachelor’s degree from an accredited institution of higher education or equivalent is necessary.

Experience and Skills:
•    At least 3-5 years of directly comparable experience is necessary.
•    Ability to think strategically to manage multiple projects/initiatives with changing priorities and strict deadlines in a rapidly changing environment is necessary.
•    Excellent organizational and planning skills are necessary.
•    Ability to multi-task, meet deadlines, and adapt to shifting project requirements is necessary.
•    Superior project management and time management skills are necessary.
•    Exceptional interpersonal skills with the ability to interact with individuals across the university and externally is necessary.
•    Superior organizational skills, verbal and written communication skills, and the ability to articulate and present information to various and diverse audiences are necessary.
•    Evidence of exceptional judgment and decision-making skills is necessary.
•    Demonstrated ability to handle high level sensitive and confidential information is necessary.
•    Proficiency in office software tools (e.g., Microsoft Excel, Word, PowerPoint), and other software tools for communication, analysis and operation is necessary.
•    Experience supporting senior executives, working in executive communications, media relations, public affairs, government, agency, newsroom, or another fast-paced, high-intensity environment is strongly preferred.
•    Demonstrated ability to analyze, use, and present data as part of the project management process is necessary.