Job Description

Project Manager III

Agency

Texas A&M Transportation Institute

Department

Communications Division

Commensurate

Austin, Texas

Staff

Who Are We?

The Project Manager III is responsible for managing the intake, tracking, coordination, and progress of projects within the Communications (COMM) department. This role serves as the central point of contact for work orders, project teams, and clients, ensuring projects move efficiently through multiple stages while meeting deadlines, budget requirements, and process standards. The Project Manager III plays a critical role in workflow management, communication, documentation, and project tracking across internal and external projects. Continued employment in this position is contingent upon availability of funding and satisfactory performance.

Essential Duties and Responsibilities

Project Intake and Workflow Management (25%)

• Manage the intake and flow of projects, gathering required project details and ensuring accurate and timely setup in the job tracking system.

• Assist with administrative tasks in the job tracking system, including project login, account numbers, and work order setup.

• Prepare detailed work orders for projects, including project descriptions, tasks, milestones, timelines, and budgets.

• Shepherd projects through multiple stages and teams within COMM (e.g., content development, editing, design, proofing, client review, accessibility checks, and approval).

Job Tracking and Deadline Management (20%)

• Track milestones, deadlines, and budgets for assigned projects using job tracking tools.

• Monitor project progress and ensure work order deadlines are met; adjust timelines as needed.

• Send reminders and follow-ups to communications staff and project contributors to keep work moving forward.

• Maintain accurate records of activities, updates, and changes throughout the life of each project.

Communication and Coordination (20%)

• Serve as the primary point of contact for clients regarding work order intake, account numbers, project tracking, and process-related questions.

• Act as a liaison between project managers, project workers, and clients to coordinate change orders and resource allocation.

• Relay project requirements, updates, and changes to assigned teams and ensure alignment on scope and expectations.

• Assist with preparing progress reports and tracking follow-up items from emails and project communications.

Urban Office Liaison (15%)

• Serve as the primary liaison between COMM/TTI staff, TTI Facilities, building management, and vendors to support day‑to‑day urban office operations.

• Coordinate office space planning, furnishings, maintenance requests, repairs, mail services, deliveries, and consumable supplies.

• Act as a point of contact for building safety protocols, emergency procedures, evacuation drills, alarms, and inclement weather communications.

• Support onboarding and offboarding of urban office employees by coordinating building access, IDs, badges, parking access, and equipment return, in collaboration with supervisors and Human Resources.

• Communicate observed Alternate Work Location (AWL) compliance concerns and workplace culture issues to appropriate supervisors or HR, escalating as needed.

• Serve as liaison with Information Technology and NIS teams to support office technology needs, including printers, shared equipment, and video conferencing systems; meet periodically to maintain relationships and address office-specific technology needs.

• Ensure reception or front desk coverage during required business hours or coordinate coverage with designated staff, as applicable.

• Communicate important office updates, visits, events, and operational information to urban office staff.

• Maintain office supply inventory and oversee shared kitchen areas; coordinate food and logistics for meetings and events when other support staff are not assigned.

• Coordinate office-wide meetings and events to ensure logistical readiness and effective communication.

Change Orders, Resource Allocation, and Budget Tracking (10%)

• Coordinate internal discussions related to scope changes, resource allocation, and timeline adjustments.

• Process and document change orders as needed and ensure the job tracking system remains up to date.

• Assist with reassigning tasks and adjusting budgets for billing and tracking purposes.

• Monitor budgets and flag potential issues or discrepancies.

Records Management and Archiving (5%)

• Help create and maintain a centralized archiving system for COMM projects.

• Serve as a record keeper and organizer for completed projects, ensuring documentation is accurate and accessible.

Performs other duties as assigned. (5%)

• Provide detailed daily or weekly job tracking support as needed.

• Stocking the office supplies and receiving packages.

Required Education and Experience:

• Bachelor’s Degree. An equivalent combination of education and experience may be considered.

• Seven (7) years of experience working in a communications environment, such as a communications department, print shop, marketing office, or newspaper.

Required Knowledge, Skills and Abilities:

• Strong verbal and written communication skills for email, phone, and in-person interactions.

• Excellent organizational skills with a high level of attention to detail.

• Ability to manage, track, and document complex workflows efficiently.

• Ability to multitask, prioritize work, and manage deadlines in a fast-paced environment.

• Professional, positive demeanor with strong customer service skills and the ability to interface effectively with clients.

• Proficiency in word processing, spreadsheet, and presentation software. Familiarity with database and job tracking systems.

Other Requirements or Factors:

• This position will be required to work from the office five days a week during regular business hours.

Preferred Qualifications

• Experience working with work orders, billing processes, or project budgeting.

• Experience with project tracking tools.

• Experience handling and tracking communications processes and follow-ups.

• Demonstrated experience coordinating projects across multiple teams or departments.

• Strong documentation and record-keeping skills.

• Writing and editing skills.

• Familiarity with design, content development, or production workflows in a communications setting.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database and job tracking systems.

Physical Requirements

• Ability to perform common office functions.

• Ability to frequently communicate with other individuals within the workplace.

• Ability to operate a computer and other office productivity machinery.

• Lifts, carries, and/or moves light to medium weight objects.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.