WestEd is a mission-driven agency that works with education and other communities throughout the United States and abroad to promote excellence, achieve equity, and improve learning for children, youth, and adults. With this mission in mind, the Communications Department is seeking a Project Coordinator with strong communications and organizational skills, a systems orientation, and an interest in a role that includes project management and general project support. The ideal candidate will have an enthusiastic attitude, high energy, and an eye for detail, and is someone who thrives in a fast-paced environment, supporting multiple teams and varied projects.

Throughout WestEd’s over 50-year history we have maintained a strong commitment to staff diversity. Individuals of different ethnicities, races, abilities, gender identities, and sexual orientations, as well as from different cultural, linguistic, and socioeconomic backgrounds, work at all levels of the organization. We value the range of perspectives provided by this diverse workforce and the ways in which those perspectives enrich and inform our agency and the work we do. Read more about WestEd’s Commitment to Diversity, Equity, and Inclusion.

SPECIAL NOTICE REGARDING THE WORK LOCATION OF THIS POSITION—Currently, all staff at WestEd are working from home until further notice.  Although a remote option may have been listed as one of the location options for this position, the default location for all WestEd positions is in one of WestEd’s offices.  However, candidates may submit a request to work from home.

 All WestEd staff are required to provide proof of full COVID-19 vaccination.  Proof of full vaccination is required before beginning employment.  If you want to be considered for a medical or religious exemption, you will have an opportunity to provide appropriate documentation.

Position Overview:

Working closely with Communications colleagues, the Traffic Manager will be responsible for building and maintaining systems to track and coordinate the department’s marketing, product development, and dissemination efforts. This includes regularly updating the agency website, providing webinar production support, maintaining an event calendar and subscriber databases, and project management for a variety of new and existing websites.

This position will also be responsible for the general day-to-day support of key marketing and editorial responsibilities across the department, such as scheduling and taking notes at staff meetings, running database reports, reviewing and triaging requests and queries that come through the website or by phone, and assisting the department in its efforts to create and publish high-quality content across a number of formats.

The candidate should have direct relevant experience in a project coordinator/project support and web project management role. Ideally, the successful candidate will also have experience supporting a marketing and/or communications team and have some familiarity with the field of education.

Responsibilities:

• Work closely with the agency’s Director of Marketing and Visibility to help coordinate and track agency digital and traditional marketing activities.
• Work closely with the department’s editorial team to coordinate and track the development of agency knowledge products, ensuring that they move quickly and efficiently through each stage of development; manage the new system.
• Help develop an agencywide centralized intake system and field and track communications requests, once the system is up and running. 
• Serve as the department’s primary project traffic manager; fielding and handling staff requests for a range of projects, including new pages on WestEd.org. Work with Communications staff to ensure that all areas of the site remain up to date.
• Attend weekly web project management meetings; coordinate and prioritize design and development staff time.
• Meet with staff and clients for web project intakes, produce scopes of work, estimates, and timelines; schedule project team meetings as needed.
• Enter and maintain projects in Teamwork, our ticketing system.
• Work closely with the department’s Digital Marketing and Systems Manager to implement search engine optimization recommendations to WestEd.org.
• Traffic queries that come to the department from clients and other constituents via WestEd.org or by other means; ensure that the messages are sent to the appropriate staff person for response.
• Track and update the agency’s conference calendar, closely monitoring and alerting staff when conference proposal deadlines are approaching.
• Provide database management support, including adding and editing contacts and running database reports.
• Provide website analytics support by running reports and providing the data when asked.
• Set up and break down WestEd publications and collateral material displays at WestEd board meetings and other events.
• Provide occasional general administrative support to department staff, including (but not limited to): travel planning, event planning and support, assisting with expenses and reimbursements, meeting scheduling and planning, note-taking, photocopying, coordinating photoshoots, tracking and managing release forms, handling mailings and shipping between offices.

Qualifications:

• 3 or more years of relevant experience in project management/coordination and experience in a project support role
• Familiarity with project management software/tools and ticketing systems (e.g., Teamwork, TeamDynamix)
• Excellent oral and written communication skills
• Strong systems-development and organizational skills and attention to detail
• Ability to problem solve, think creatively, and seek out and apply new technology solution
• Effective and professional customer service skills
• Proficiency with (or demonstrated ability to learn) how to utilize webinar and communication platforms (e.g., Zoom)
• Proficiency with data entry, basic data management across platforms (exporting from one application and importing to another with reliable results) and data reporting
• High-level proficiency with Microsoft Word, PowerPoint, and Excel and proficiency with (or ability to learn) other common software and web-based applications (e.g., Salesforce, WordPress, Adobe Acrobat, Smartsheet, Zoom)
• Demonstrated ability to coordinate, organize, and complete work around multiple tasks and multiple deadlines with a variety of different staff members
• Ability to perform duties with moderate independence, to take appropriate initiative
• Minimum of Bachelor’s degree required
• Familiarity or experience working as a member of a marketing and/or communication team is preferable
• Familiarity with the field of education is desirable
• Must thrive in fast-paced environment; pivot quickly

Note: Visa sponsorship is not available for this position. Successful candidates must be authorized to work in the United States.  

SALARY AND BENEFITS: Salary for this role is competitive, set at a WestEd level F, and commensurate with experience. This position is also eligible for a merit increase and an incentive bonus based on individual performance.  

WestEd offers a very generous benefits package including medical, dental, and vision coverage, as well as Life, AD&D and Disability insurance.  We also offer various retirement plan options and Flexible Spending Accounts for medical, childcare, and commuter expenses. WestEd offers generous paid holidays and paid time off (PTO), among other benefits.

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