Project Manager - Communications & Outreach (P005)

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

Internal Request Management:

• Manage the intake, evaluation, and prioritization of all project requests submitted through the formal intake process.

• Collaborate with clients to define project objectives, clarify scope, identify requirements, and align expectations at project initiation.

• Lead coordination with Communications team members to assess capacity, assign appropriate resources, and establish realistic, achievable project timelines.

• Oversee and manage multiple concurrent projects, ensuring consistent communication with internal stakeholders regarding progress, dependencies, risks, and deadlines.

• Document, workflows, milestones, and deliverables, utilizing the project management platform (Asana).

• Ensure accountability for on-time delivery of all tasks, deliverables, and project materials, proactively addressing obstacles to maintain project momentum.

Communications Team Support:

• Actively support, contribute to, and guide the planning, coordination, and execution of external communications initiatives.

• Directly coordinate with Communications team members to delegate work, establish milestones, monitor progress, and ensure alignment with project goals and standards.

• Manage and oversee contractors, interns, and other temporary resources, including assigning tasks, supervising work quality, managing timelines, and providing guidance and feedback throughout the project lifecycle.

Stakeholder Coordination:

• Serve as the primary point of accountability for external focused project requests received by the Communications Department.

• Lead collaboration between the Communications team and internal stakeholders to align workflows, timelines, to meet deliverables and deadlines.

• Coordinate review, feedback, and approval processes with relevant stakeholders to ensure timely decision-making and project progression.

• Maintain clear, consistent, and proactive communication with internal clients, providing regular updates, follow-ups, and issue resolution as needed.

Project Administration:

• Own project development timelines by identifying required skills, resources, and dependencies to ensure projects are delivered on time, within scope, and within budget.

• Ensure accurate and timely documentation of project processes, milestones, and outcomes within Asana to support transparency and accountability.

• Track and evaluate project metrics and team performance, using data-driven insights to identify risks, inefficiencies, and opportunities for improvement.

• Develop, maintain, and manage a comprehensive calendar of all annual communications projects.

• Manage vendor relationships and external service procurement, including coordination, performance oversight, and cost management as required.

• Continuously refine and enhance project management systems, tools, and best practices to improve efficiency, consistency, and overall team effectiveness.

Other

• Maintain a working knowledge of the District’s strategic priorities and levels of service to ensure communications projects align with organizational objectives.

• Lead continuous improvement efforts by identifying opportunities for innovation, process enhancement, and workflow optimization.

• Perform additional duties as required to support the success of the Communications team and the organization.

Required Experience:

• Five (5) years of experience working with a centralized marketing or communications department that serves an entire organization

• Five (5) years of demonstrated experience in project management with a proven ability to work with multiple cross-functional teams/departments

• Proven track record of successful project delivery within defined timelines and budgets

• Five (5) years of experience using project management tools and methodologies

• Strong organizational and time management skills with the ability to prioritize and problem-solve effectively

• High initiative self-starter with the ability to multitask and effectively work under tight deadlines on a regular basis and flexibility to work in an collaborative environment with a high tolerance for ambiguity and change

• Excellent written and verbal communication skills

Desired Experience:

• Ideal candidate has experience working in a centralized marketing/communications or similar department that provides marketing and communications services across multiple internal departments, divisions, etc.

• Familiarity with creative production processes and marketing campaign execution

• Experience managing creative professionals or communications teams

• Project Management Professional (PMP) certification or similar credentials

• Thorough knowledge and experience of project management software (e.g., Asana or similar tool) with the ability to improve team efficiency

Required Education/Certification/License:

• Bachelor's Degree in Marketing, Communications, Management, PM, or a related field

• Valid Texas driver’s license

Desired Education/Certification/License:       

• Master’s Degree in Marketing, Communications, Management, PM, or a related field

• Project Management Professional (PMP) Certification or similar credentials

Success Factors/Job Competencies:

• Collaboration/Synergy- Works with others, cooperating in both interpersonal and team relationships; fosters enthusiasm and maintains mutual trust, candor, and respect. If applicable, manages groups effectively and builds partnerships with others

• Communication- The ability to listen actively; to impart thoughts, views, information, and ideas persuasively and adaptively

• Critical Thinking/Judgement- Uses analysis, wisdom, experience, and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action

• Organizing- Can arrange resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges resources and stores them in a useful manner

• Planning- Accurately determines the length and difficulty of tasks and projects; sets clear, realistic, and measurable goals; sets priorities and time parameters to accomplish tasks and projects; anticipates roadblocks and develops contingencies to redirect tasks so momentum is not lost

• Project Management- Ability to plan, organize, monitor, and control projects, ensuring efficient utilization of technical and administrative resources, to achieve project objectives