Project Manager (CommsGA Dept.)

This position is currently a contractual position for the 2023 calendar year but will be automatically converted to a permanent, full time position starting January 2024.
As the leader of project management within the Department of Communications & Governmental Affairs, this position will plan, organize, drive and implement high quality projects to completion which are both on-time and within budget.
This team member will closely and effectively coordinate with the full team and across the organization on a regular basis, including establishing and adhering to project scopes/timelines, administering project management software packages and integrating innovative ideas into team operations.
The Project Manager is responsible for leading, collaborating, coordinating, maximizing, representing, supporting, advancing change and team guiding to ensure projects are delivered thoroughly and within scope.
Primary Responsibilities The Project Manager develops, implements and monitors project management activities throughout the CommsGA Team.
This individual is expected to conduct research, compile data and make appropriate recommendations based upon analysis in ensuring quality assurance and quality control are consistently implemented on each team project.
The Project Manager is tasked with improving the efficiency and effectiveness of operations while performing a variety of professional tasks to meet the goals and objectives of the department.
The person in this position is responsible for the quality and accuracy of their own work, with tasks being performed independently under general supervision.
Essential Duties & Responsibilities: PROJECT LEADING – Develop, schedule, coordinate and prioritize project work plans in accordance with specifications and resource limitations.
Manage communications projects from start to finish as the dedicated Project Manager for the four unified divisions of the CommsGA Team (Broadcast Services, Community Engagement, Creative Services and Public Information).
Plan, analyze, manage, coordinate and track projects for quality improvement efforts.
Develop, enhance and maintain departmental operational standards, procedures and systems to support successful project completions.
Create a detailed project management plan to monitor and track progress across all departmental divisions.
Ensure project scopes are fully understood, documented and carried through to completion.
Estimate staff time for each project and task, culminating in work assignments.
Manage and maintain compliance with campaign timelines, budgets, deadlines and content calendars.
Manage sign-off points between stakeholders to ensure that all deliverables are completed on time and meet the highest level of quality.
Provide regular updates to departmental leadership, including the identification of milestones and elevation of risks/challenges that may impact campaign delivery.
COLLABORATING– Plan and lead cross-functional team meetings with internal and external stakeholders to achieve project creation and assimilation.
Partner with creatives, leadership and organizational staff to craft and proof relevant content for campaigns.
Work with all parties to understand goals and needs, as well as to identify potential challenges or roadblocks related to the logistics of implementation.
Identify and monitor priorities, communicate with stakeholders, ensure timely completion of campaigns and analyze results.
Manage relationships and expectations before, during and after projects.
Facilitate personnel communications and actions.
Ensure any conflicts or problems are resolved to all parties’ satisfaction.
COORDINATING– Serve as a vital asset to departmental leadership by serving as a critical contributor to the project completion process, including organizing workflows for final project production.
Oversee the preparation of bid documents, tabulation and bid awards.
Develop spreadsheets, diagrams and process maps to document needs.
Source and locate materials, equipment and vendors as needed.
Coordinate communication and project deadlines between internal team and vendors.
Facilitate hand-offs/transitions of completed projects to vendors for production, as appropriate (this will include verifying the quality of the final project).
TECHNOLOGICAL MAXIMIZING – Monitor and report on project completion and team performance through the utilization of internal task and analytic tools.
Administer project management software platforms on behalf of the team to ultimately determine the most applicable employee(s) and asset(s) to produce project deliverables.
Input all stakeholder comments and interactions within the project management platforms for future team usage and reference.
Ensure all staff members are trained to successfully incorporate project management technologies and are utilizing the tools to the highest extents possible.
Analyze data and trends, compile progress reports and provide appropriate recommendations or conclusions.
Review, research, summarize and incorporate best practices.
REPRESENTING – Serves as the initial departmental point of contact for projects and attends meetings representing the interests of the team related to past, present and/or future projects.
Represent the CommsGA Team at internal and external meetings to intake and task projects.
Communicate with others within the department to provide information relating to work assignments and the progress of work, or to convey information about conditions or work-related needs.
Provide training as necessary.
Understand the most opportune approach to interact with (and energize) a broad range of diverse employee groups.
Establish and maintain effective working relationships with a wide range of public and private sector officials and the public.
Interact with the public, vendors or across departments to exchange detailed and/or technical information where the ability to explain concepts, project requirements and timelines is required.
SUPPORTING – Function in a supportive capacity to departmental leadership on special projects and operational responsibilities.
Provide high level administrative support to the Director of CommsGA.
Develop workflow procedures and help to implement priorities.
Coordinate and manage new administrative programs as developed or assigned.
Assist with goalsetting and objectives for others to work towards and monitor performance.
Help assess staff developmental needs and recommend strategies to achieve improvement.
ADVANCING CHANGE– Strike a critical balance between change making and maintenance of City outreach efforts across departments.
Assess current efforts to establish a thorough understanding of practices in place.
Under the direction of the Director of CommsGA, work collaboratively across departments to implement new and innovative strategies to improve the reach and effectiveness of City outreach efforts.
Communicate effective strategies being utilized in one department to other departments in continual knowledge sharing.
Develop, plan and execute activities which align with the City’s commitment to excellent public service and responsiveness.
TEAM GUIDING– Use independent judgment to provide operational guidance and leadership to team members.
Assist in making decisions on matters of hiring, transfer, suspension, lay off, recall, promotion, discharge, assignment, reward, adjusting grievances or disciplining employees under the span of control.
Serve as a team operational leader, assigning particular work to co-workers using informed and independent judgment when making these assignments.
Assist with conducting ongoing feedback, coaching, mentoring and collaborates with the responsible supervisor and recommends performance review content for assigned employees.
Offer training and work direction, ensuring the employee knows and follows departmental and organizational requirements and rules, as well as sound work and safety practices in order to accomplish project objectives.
Develop and implement strategic project management plans and strategies for team growth.
Utilize and continually develop leadership skills.
Bring new and innovative ideas to the CommsGA Team for project implementation and external relations efforts.
PRIORITIZING SAFETY– Perform all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
Know and follow department and City rules, as well as sound work and safety practices, in order to accomplish the job objectives and avoid injury or loss.
Wear proper protective equipment when policy requires or conditions indicate a need exists and utilize proper body mechanics and ergonomics while performing work.
When potentially unsafe conditions are observed, make an effort to avoid or correct them if they are controllable and draw them to the attention of the responsible supervisor or safety representative in a timely manner.
ADAPTING – Perform other duties and activities as assigned.
Minimum Qualifications This position requires graduation from an accredited college or university with a bachelor’s degree in project management, supply chain management, public relations, journalism, communications, marketing, public administration, business administration, visual communications or a closely-related field; at least 3.
5 years of professional experiences or internships, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
A valid driver’s license or evidence of equivalent mobility is also required.
Knowledge, skills and abilities should include: Excellent written communication skills across a variety of genres.
Impeccable attention to detail.
Strong time management skills.
Ability to communicate with a wide variety of people representing multiple organizations.
Leadership abilities rooted in a courage of conviction.
Ability to establish and maintain strong working relationships with members, staff and related organizations.
Ability to work under deadlines and stressful situations.
A self-starter seeking an opportunity to grow.
Strong planning, organization and implementation skills to allow for the successful completion of projects by specific due dates.
Ability to juggle a variety of tasks simultaneously and prioritize projects efficiently.
Fluency in computer applications used by the Communications & Governmental Affairs Department office, including the Microsoft Office Suite, Adobe Creative Suite, project management applications and content management systems (CMS).
Ability to be flexible, well-organized and self-sufficient.
Capabilities to see projects through from concept to completion.
Ability to work in a team-oriented, collaborative environment, balancing input and making the best decision(s) for all involved.
Skills in interpersonal communication to facilitate high-level discussions with co-workers, supervisors, the general public and others sufficient to exchange or convey information, resolve disputes and receive work direction.
The ability to handle multiple tasks with adherence to deadlines under stressful or difficult situations.
Skills in developing and interpreting data.
Strong troubleshooting and problem resolution capabilities.
Social media engagement optimization concepts and strategies.
Proficiency in Associated Press (AP) writing style.
Familiarity of federal, state and local laws regarding information dissemination and Freedom of Information Act (FOIA) request requirements.
Physical Demands Most work is performed in a normal work environment.
Work is generally light with considerable variety.
Extensive use of computer, telephone and other office equipment is required.
Daily work often involves moving between rooms.
There is considerable attention to detail and deadlines.
Intermittent driving is required to attend meetings.
Occasional overnight travel may be required.
The person in this position may be required to be on-call during some evenings and weekends.
In an emergency situation, the person may be required to be on-site for a prolonged period of time at a designated facility.
Activities include stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing and repetitive motions.
Sedentary Work: Exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time.
Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills and experience required.
To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.
The City Administrator retains the discretion to add duties or change the duties of this position at any time.
The City of Fargo offers a comprehensive benefit package, to include participation in the North Dakota Public Employees Retirement System.