The Communications Project Manager is responsible for managing Undergraduate Admissions department projects for Marketing & Communications to ensure the highest levels of quality, efficiency, and effectiveness in all deliverables. They will work closely with the Director of Marketing & Communications to ensure appropriate prioritization of projects, manage project deliverables, define scope of work, and ensure progress toward our goals.
They will identify solutions and recommendations for project requests, schedule and prioritize deliverables, assign tasks, track progress of all projects and costs, maintain working archival files within the project management system, and prepare and disseminate timely progress and summary reports.
Their responsibility also includes managing vendor relationships and deliverable schedules, and securing internal and partner approvals for several hundred projects annually in a fast-paced, highly dynamic environment. The position must also ensure maintenance of a robust collateral archive and work with Central Communications to acquire necessary digital assets (photography, videography, branding documentation, etc.).
Specific Duties & Responsibilities
Project Management (45%)
Work closely with Marketing and Communications team members on planning and scheduling their projects, to ensure that they complete work on time and with the highest quality.
Schedule internal "kick-off" meetings for all projects, incorporating external collaborators as needed. Following the kick-off, create and circulate production schedule with staff member roles and responsibilities shown.
Meet with project stakeholders to identify deliverables, outcome, schedule, and budget
Implement project management processes for the Marketing & Communications team as a whole, and provide direction for office-wide initiatives and events
Communications Project Manager
Establish regular and as needed meetings, working sessions, trainings, etc., confirming agendas and related materials; facilitate as needed.
Serve as the primary point of contact for external vendors, including an outside marketing and design agency. Manage and assign work with the agency.
Address staff concerns about timeline and workload if they arise. Schedule and facilitate project debrief meetings to identify opportunities for improvement of future projects.
Regulate time to allow for a review of concepts with internal decision makers as appropriate.
Facilitate and coordinate feedback from internal stakeholders to vendors and creative team members, and build consensus with internal stakeholders.
Implement and conduct project review "check-in" meetings (when appropriate) for work progress and deadline status updates.
Coordinate and oversee the project schedule and execution of all assigned tasks and deliverables.
Operations & Administration (45%)
Manage monthly budget reports and meetings with the Dean and Director of Marketing & Communications.
In conjunction with the Business Manager, verify independent contractor status with university for all freelancers, and obtain proper documentation before work commences. Coordinate receipt of invoices and appropriate billing information.
Obtain, review, and negotiate quotes from freelancers, printers, suppliers, and other vendors.
Work closely with Director of Marketing & Communications to create RFPs for large projects.
Manage video production to include managing vendor management and selection, video schedules, pricing, and distribution of final product.
Manage print collateral production to include vendor management, print schedules, pricing, and distribution of final product.
Provide proactive ideas and plans to continuously improve the project management process and effectiveness across the office.
Promptly report all problems affecting job quality, due dates, and costs to the Director of Marketing & Communications, and recommend corrective actions as needed.
Schedule and facilitate regular meetings with the Director of Marketing & Communications to address project concerns and obtain guidance on any project-related items.
Publish and distribute to the management team a weekly project status report, listing all active projects and their current status, to ensure all stakeholders are advised of schedules and job progress.
Manage Asana project management system to include entry, updates, tracking reports, and presentations to management.
Serve as Asana administrator, managing user access, template updates, and best practices.
Other duties as assigned
Participate in special projects
Minimum Qualifications (Required)
Five (5) years in providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience..For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Experience with academia, higher-education and mission-oriented organizations a plus
Special Knowledge, Skills, and Abilities
This position requires a highly organized individual with excellent written and oral communication skills, an intense attention to detail, the ability to proactively manage multiple projects simultaneously, and the ability to set priorities and deadlines for self and others. A professional manner and the ability to effectively function in an extremely fast-paced environment is required. Certification in project management is preferred.
Ability to learn the business and culture of the Undergraduate Admissions office to set the context for project management across teams
Outstanding ability to articulate details, deliverables, status updates, and desired outcomes to both management and partners
Proactive ability to find opportunities for system and process improvements and present recommendations; identify, research, and gather information and propose recommendations to improve efficiency, identify new initiatives, and creative problem solving support for department
Must be autonomous and able to self-manage, work independently and set own priorities
Ability to multi-task and product under pressure of multiple and conflicting deadlines
Must work collegially and collaboratively with other Admissions staff, internal clients and external vendors; outstanding interpersonal skills required
High competency with applicable software systems for project management, to include technical systems, graphic applications, and Microsoft Office Suite
Excellent oral, written, and interpersonal communication skills; possess the ability to deal effectively with a broad spectrum of professionals and stakeholders
Ability to command complex and integral teams of internal and external stakeholders to meet project deliverables and business results
Proven leadership to include motivating and development of others, recommend solutions, and managing non-direct reports; must possess the ability to drive change and results
Classified Title: Administrative Specialist Working Title: Communications Project Manager Role/Level/Range: ATP/03/PC Starting Salary Range: $50,700 - $69,780./ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 9a-5p / 37.5 hrs per week Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001442-Undergraduate Admissions Personnel area: Homewood Student Affairs
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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