Communications Project Manager

PROJECT POLICY ANL 3 (007398)

UCPath Position ID: 40326844

Position Description History/Status

Approved Date:

5/2/2025 10:31:58 AM

Date Last Edited:

5/2/2025 10:31:55 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV

Department:

404500 - DEVELOPMENT

Position Details

UCPath Position Number:

40326844

Position Description ID

239368

UC Payroll Title:

PROJECT POLICY ANL 3 (007398)

Business Title:

Communications Project Manager

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40059610

Reports to Payroll Title:

Comms Supv 2

UCPath Department Head Position Number:

40047249

Department Head Payroll Title:

Fundraising Mgr 4

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

If you are highly organized, detail oriented and thrive in a role where you can manage a wide variety of communication projects and initiatives, we encourage you to join us as the Communications Project Manager with UCLA's Health Sciences Development (HSD) team. For 34 consecutive years, our UCLA Health hospitals have earned a place on the on the U.S News & World Report national honor roll, a distinction reserved for the relative few providing the highest-quality care across multiple medical specialties. In 2024, UCLA Health hospitals ranked #1 in California and Los Angeles. This is a remarkable opportunity to help us keep our HSD Communications team organized and efficient in their abilities to develop, manage and tell the many stories of our achievements, innovations and the unwavering dedication of UCLA Health to provide the best patient experience with every patient, every encounter, every time.

As our Project Manager, you will work closely with the Director of Communication and HSD's Communications team to analyze and assess current HSD communication efforts and project needs, advance high-priority initiatives/projects for HSD and play a primary role in project strategy and progress meetings. You will manage a heavy flow of assignments and projects, determining priority and independently initiating actions or redirecting where appropriate to accomplish strategic objectives that advance the communications initiatives of HSD. As our Project Manager, you will work collaboratively with HSD to coordinate communication efforts and will handle workflow based on project priority and requirements, organizing project timelines and deliverables as appropriate.  Other duties will include, but not be limited to, tracking and reporting of development communications projects, developing content, creating and managing materials/presentations, and overseeing overall execution of all HSD communication projects, working collaboratively with HSD's communications Director and colleagues to coordinate and move forward communication efforts. In addition, you will advance other initiatives and proactively improve office processes as appropriate.  Just as the UCLA Health and the David Geffen School of Medicine at UCLA strive every day to be a leader in setting the standards of excellence, we strive to be leaders and set the standard of excellence in developing and delivering communications that compellingly convey our impact and contributions. As a valued member of our HSD team, you will be given the guidance, inspiration and resources to excel as part of the many professional growth opportunities we offer staff at UCLA.

**Please note, this is a hybrid position.**

Communications Project Management

1. Oversee HSD communications team project timelines and deliverables; review/assign communications services requests, ensure projects are on track/meet deadlines.

2. Lead weekly communications team project update meetings — create agenda, take notes, adjust project deliverables and provide follow-up as needed.

3. Serve as liaison within HSD staff and with other units on projects as assigned.

4. Assist Director with estimating project costs, including working with outside vendors as needed; facilitate freelance projects and work with vendors through project completion.

5. Provide guidance during initial planning for assigned communication projects consisting of design elements, print production, mailing and delivery of simple to complex communications on-time delivery/efficiencies.

80%

6. Manage multiple complex projects to ensure project deliverables are on time and within budget.

7. Update internal staff as to project’s progress and forecast; inform on potential obstacles that may delay deliverables.

8. Consult regularly with internal staff to ensure that all projects’ format, style, tone and content are consistent with UCLA brand and standards.

9. Proactively communicate the status of all projects by means of staff meetings, status reports, etc.

10. Evaluate communications project results and make recommendations to expand/enhance quality and standard of communications projects/initiatives.

11. Work with Communications Coordinator to manage communications library.

0%

Content Creation

1. Collaboratively, develop/manage HSD communications strategy as appropriate and create engaging content for all platforms; assist with Salesforce, graphic design, photography development/review.

2. Review content copy/proofs to ensure quality messaging, tone and functionality of communications approaches and delivery; ensure client needs are met.

3. Research industry best practices to integrate into the HSD communications structure and regularly conduct benchmarking of peer development communications materials.

4. Assist with updating special development-managed web pages/sites for events and other projects as needed.

10%

Process Assessment and Improvement

1. Review current HSD communications processes and procedures to assess efficiency; work with Director to implement changes as needed.

2. Assess/audit team assignments, duties, initiatives to determine effectiveness as they relate to achieving key HSD communication team objectives; adjust processes as needed.

3. Regularly suggest new initiatives/processes to help advance HSD communications team efforts.

4. Ensure compliance with designated processes for internal/external review, project/resource organization and allocation and asset/file management.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Preferred

Minimum of three years’ experience with a preference for five years of experience in a donor relations, fundraising

and/or constituent services-driven environment such as sales, marketing or business development.

Required

Experienced in University office procedures/systems;

experience and strong digital literacy to work proficiently/strategically across digital tools, devices and platforms; adaptable to ever changing tools/approaches.

Required

Experience working in a higher education setting as well as knowledge of Development principles and University policy and organization

in order to obtain information and complete projects as assigned is highly desirable.

Preferred

Strong customer service approach with well-developed interpersonal skills to build and sustain collaborative and lasting relationships with a wide variety of internal/external constituents.

Required

Strong background in time and project management including identifying and setting priorities, setting needs analysis, identifying stakeholders, developing action plans, segmenting projects and initiatives into their component parts and managing process from inception to completion.

Required

Excellent verbal communication skills to convey information accurately and interact effectively and diplomatically with a variety of internal/external stakeholders

Required

Strong written communication skills to prepare, proofread and edit a variety of correspondence and reports for correct grammar, punctuation, spelling and syntax with excellent attention to detail.

Required

Proficiency with Adobe Creative Cloud software and other software programs/applications (ex., Word, Excel and Outlook; ability and eagerness to quickly learn software and systems.

Required

Demonstrated ability to independently plan, organize and work on multiple projects simultaneously; provide proficient follow-up and make effective timely decisions under minimal supervision and meet deadlines in a dynamic and ever-changing environment.

Required

Highly motivated and goal-oriented self-starter, able to work proactively and collaboratively as part of a team with little supervision; ability to maintain an upbeat and positive attitude.

Required

Creative, resourceful and analytical; skilled in responding to or assessing needs, defining problems, suggesting solutions and improving efficiency of workflow and operation processes.

Required

Strong critical thinking skills; confident in making decisions and adept at managing many perspectives, solving problems and working towards successful outcomes.

Required

Demonstrated high level of personal integrity, discretion and diplomacy; skilled in using sound judgment in situations requiring independent initiative and tact with ability to handle confidential matters and information.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Ability to work occasional evenings and/or weekends as needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon offices

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.