UNIV - Assistant Director, Project Management - Institutional Advancement

Job Description Summary

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Job Description

Job Purpose:

The Assistant Director of Project Manager for Constituent Engagement holds a pivotal role as a leader, collaborator, and strategic thinker within the Institutional Advancement's Constituent Engagement team. Reporting directly to the Senior Director for Constituent Engagement, this role is tasked with overseeing a diverse portfolio of projects crucial to advancing Constituent Engagement team's mission and goals, while also contributing to broader Institutional Advancement objectives. These projects span across various domains including alumni affairs, donor relations, events, communications, annual giving, print, and digital media.

As a multifaceted position, the primary functions entail Strategic Planning, Project Execution, Communication & Stakeholder Engagement, and Staff Management. With a focus on strategic foresight and meticulous execution, the Project Manager adeptly develops scopes of work to define project deliverables and outcomes. Utilizing allocated resources judiciously, responsible to organize, manage, track, and document each project while proactively assessing.

The Assistant Director Project Manager champions effective communication, stakeholder engagement, and reporting updates to ensure transparency and alignment throughout project lifecycles. By upholding best practices and leveraging appropriate tools and methodologies and serves as a catalyst for success in both Constituent Engagement and Institutional Advancement initiatives. Collaborating closely with stakeholders across various projects and events, the Project Manager plays a vital role in driving progress and achieving organizational goals.

Job Responsibility/Duty

35% - Planning & Strategy

• Lead strategic planning, implementation, and execution of projects for the Constituent Engagement team, ensuring alignment with organizational goals. This includes participating in strategic meetings with Directors/Senior Associate Directors from Communication, Annual Giving, Events, Alumni, Donor Relations, and Digital Marketing to formulate and execute short- and long-term strategies aligned with Constituent Engagement and Institutional Advancement objectives.
• Develop efficient workflows and design Key Process Indicators (KPIs) for assessing overall departmental efficiency. Take charge of actively identifying and continuously refining areas for improvement in performance metrics across all units based on relevant indicators.
• Direct the formulation and refinement of departmental project workflow policies and procedures. Coordinate system education initiatives for the Constituent Engagement team and external clients, ensuring effective knowledge transfer and skill enhancement.
• Collaborate with CE teams on evaluating systems, determining operational needs, identifying suitable vendors or RFPs, and perform assessments to evaluate potential logistical stopgaps to ensure need fulfillment. Serve as a liaison between Institutional Advancement Business Office and external vendors in the realm of contracts and vendor utilizations.
• Deliver comprehensive and transparent reports to the Senior Director of Constituent Engagement, highlighting impactful KPI achievements, financial implications, and the overall progress of strategic benchmarking within Constituent Engagement.

35% - Project Execution

• Responsible for the strategic implementation, planning, execution, and completion of projects for the Constituent Engagement team. Organizes and manages all project management aspects, including overseeing project team, planning, scheduling, resource allocation, maintaining accurate project documentations, and reporting to ensure timely and budget-compliant project delivery while meeting stakeholder expectations.
• Serve as the primary liaison for the Constituent Engagement team and all clients, fostering dynamic, cooperative, and team-based collaboration to ensure project success.
• Direct the successful development of all project resources and deliverables by coordinating efforts with internal teams and external partners, maintaining a focus on quality and efficiency.
• Evaluate project processes and outcomes through regular audits, identifying areas for improvement, and documenting lessons learned to enhance greater return on investments for future projects.

20% - Communication & Stakeholder Engagement

• Coordinate internal communications and escalation paths across all departments as needed, working closely with Project Sponsors and requesters to identify relevant stakeholders with defined roles and responsibilities, including clear escalation plans to effectively manage stakeholder concerns and feedback.
• Cultivate robust relationships with colleagues and cross-functional partners to optimize project effectiveness, ensuring successful accomplishment of all project deliverables while prioritizing stakeholder engagement and satisfaction.
• Manage project meetings on a pre-defined schedule to review status, discuss issues and concern resolutions, while performing root cause analysis to prevent problems from reoccurring, ensuring effective communication and problem-solving among stakeholders.

10% - Staff Management

• Supervise the Constituent Engagement Coordinator, providing guidance and support in their daily tasks and professional development.
• Assign and monitor workflow for the Constituent Engagement Coordinator, ensuring tasks are efficiently distributed and completed on time.
• Monitor productivity and provide constructive feedback to enhance performance and optimize outcomes.
• Conduct training sessions to familiarize employees with software platforms used by the Constituent Engagement team, ensuring proficiency and effectiveness in utilizing these tools for project execution.

MINIMUM  EDUCATION AND KNOWLEDGE REQUIREMENTS:

• A bachelor's degree and two years relevant program experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong understanding of fundraising best practices.
• Hands on experience with project management software as Asana, Trello, Workfront, etc.
• Excellent organizational and time management skills.
• Strong ability to delegate and prioritize workload of team members with the ability assess team members work capacity.
• Proficient in assigning appropriate project deliverables to meet schedules and deadlines.
• Highly collaborative and strong communication skills.
• Ability to effectively communicate with multiple stakeholders across all departments and divisions.

MUSC Minimum Training and Experience Requirements:

A bachelor's degree and two years relevant program experience.

MUSC Physical Requirements:

(Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift)

Ability to perform job functions in an upright position. (Frequent)
Ability to perform job functions in a seated position. (Frequent)
Ability to perform job functions while walking/mobile. (Frequent)
Ability to work indoors. (Continuous)
Ability to work outdoors in all weather and temperature extremes. (Infrequent)
Ability to work in confined/cramped spaces. (Infrequent)
Ability to perform job functions from kneeling positions. (Infrequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Frequent)
Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
Ability to reach in all directions. (Frequent)
Possess good finger dexterity. (Continuous)
Ability to maintain tactile sensory functions. (Continuous)
Ability to lift and carry 15 lbs., unassisted. (Infrequent)
Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)
Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
Ability to see and recognize objects close at hand. (Frequent)
Ability to see and recognize objects at a distance. (Frequent)
Ability to determine distance/relationship between objects; depth perception. (Frequent)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

Additional Job Description

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees