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 provides project management support within the Office of the Chancellor, with reporting line to the Executive Communications team within the Communications and Marketing division. This position assists with the management and tracking of ongoing projects related to executive communications for the chancellor and provost. The position will provide organization for both day-to-day tasks and assignments while also managing longer-term projects. The Associate Project Manager assists with planning, tracking, data analysis, reporting, and overseeing the administration and implementation of programs and projects. The Associate Project Manager works with both internal and external partners to track project milestones and timelines in order to meet the goals set by the Chancellor, Provost, and their Chiefs of Staff. The position is a full- time, benefits-eligible, on-campus position and reports directly to the Project Manager, Executive Communications within the Communications and Marketing division. This role requires strong project management skills, high levels of professionalism, strong writing 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:
•  Assists with management of projects for the Office of the Chancellor to ensure successful outcomes.
•  Supports day-to-day project tracking and updates, including monitoring project status and deadlines. 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 provost and ensures that all approvals have been secured as needed; shares updates on approvals with team members as needed.
•  Ensures that the Executive Communications team meets or exceeds all deadlines, allowing for ample review time for top executives.
•  Assists with development of program overviews and guidelines and manages program administration and implementation timelines.
•  Assists with development of metrics for tracking and evaluating projects as needed.
•  Assists with analyzing and interpreting data and information. 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.
•  Provides support in the execution of day-to-day project activities.
•  Conducts research and prepares reports and white papers for review.
•  Works with partners across the university and externally to coordinate resources needed to execute projects and manage programs.
•  Efficiently and effectively assists the Project Manager with 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 understanding of 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 Project Manager, Executive Communications, within the division of Communications and Marketing.

Education and Certifications
•  A bachelor’s degree from an accredited institution of higher education, or an equivalent combination of education, relevant military experience, and relevant skills, is required.
•  A master’s or advanced certificate is preferred.

Experience and Skills:
•  At least 1-2 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.
•  Demonstrated ability to analyze, use, and present data as part of the project management process is necessary.