Portfolio Manager - Community Engagement

Position Summary:

The Portfolio Manager is entrusted with the management of a portfolio of initiatives and programs. Collaborating closely with initiative/program specialists, coordinators, stakeholders, and key team members, the Portfolio Manager ensures the efficient and effective execution of initiatives. This role involves monitoring initiative/program progress, identifying risks, and implementing strategies for risk mitigation. The Portfolio Manager ensures compliance with contract and grant deliverables and terms,  and will contribute to budget management, resource allocation, deliverable documentation, performance reporting, and meeting participation and overall success of the initiative/program portfolio. 

Key Duties and Responsibilities:

Dashboard Management and Key Performance Items

• Leads in creating and publishing content on the dashboard.
• Creates and files key performance items and reviews and audits existing items.
• Review and audit and obtain approval from all stakeholders for Key Performance Indicator tracking.
• Ensures all initiative deliverables and KPIs are achieved within the scope of the agreements and within initiative timelines and terms. 

Initiative Briefs

• Upon the coordinator's creation of initiative briefs, the coordinator reviews, audits, and obtains approval from all stakeholders related to the initiative/program and ensures stakeholders have been oriented to the brief. 

Implementation Briefs (Roadmap) and Plans 

• Review, audit, and obtain approval from all stakeholders for implementation brief roadmaps, ensuring the brief is complete and stakeholders have been oriented.
• Reviews and obtains approval from all stakeholders for the implementation plan, ensuring the plan is complete, and stakeholders have been oriented.

Folder Management and Deliverables Trackers (in Google Sheets and SmartSheets)

• Review, audit, and obtain approval from all stakeholders for designated folders, ensuring program folders are maintained, documentation is up to date, and in adherence with the initiative agreement and contract. 
• Review, audit, and obtain approval from all stakeholders for the deliverables tracker, ensuring stakeholders update the trackers with status updates and completion of deliverables and tasks associated with initiatives. 

Calendaring

• Review and audit calendar due dates for Priority and Required Meetings, Internal Meetings, Reports Due and Invoices Due, and Contract Start and End Dates to ensure all initiative information is captured accurately and aligned with the initiative agreement or contract.
• Reviews and audits the calendaring system.

Meeting Management, Participation, and Documentation

• Takes a leadership role in attending external and internal meetings related to supported initiatives/programs.
• Plans agendas, creates presentations, facilitates meetings, delivers content related to the role, and document meeting notes via recording and/or transcription. 
• Participates actively in external meetings, providing on-screen presence, taking notes, and fulfilling role requirements.

Reporting and Invoicing

• Review, audit, and obtain approval from all stakeholders for reporting, ensuring all reports and invoices for reimbursable contracts are submitted on time and in adherence with reporting requirements outlined by initiative agreements and contracts. 

One Pagers and FAQs

• Review upon approval from all stakeholders and ensure information is up-to-date and accurate for all initiatives.

Improvement Plans

• Evaluate specialist and coordinator performance to determine if improvement plans are needed based on the team member's performance on initiative deliverables and their role responsibilities. 
• Performs tasks as required by the Improvement Plan PPP.
• Collaborates with Thrive Coach and HR Specialist to ensure team members receive training, professional development, and resources needed for success. 

Policies, Processes, and Procedures

• Reviews, audits, and obtains approval from all stakeholders for policies, processes, and procedures. Ensures there are PPPs for all initiatives and their deliverables and tasks, and ensures they are created and regularly updated. ​​​​​​​
• Lead in creating  Policies, Processes, and Procedures (PPP) for the Portfolio Coordinator role.
• Reviews and provides information on other related PPPs as necessary.

Required Knowledge, Skills, & Abilities:

• Proficiency in Google Workspace, Salesforce, and other operational software
• Must be available to work evenings and weekends when required
• Minimum of 3 years of experience in culture and arts programming
• Work expertise in program and event oversight, monitoring, and evaluation
• Knowledge and experience in event planning are required
• Must possess a valid California driver’s license
• Experience in non-profit organizations is a plus
• Written and verbal communication skills in both English and Spanish are a plus.
• Must be able to pass a background check and Live Scan
• Ability to travel around Oakland and Alameda County
• Knowledge and experience in community organizing a plus
• Familiarity with East Oakland and the Bay Area region is a plus

Skills/Abilities/Competencies:

• Must be an effective team-oriented leader invested in promoting a culture of operational excellence while managing the changing needs of a growing organization.
• Accountability, attendance, and punctuality are required.
• Accuracy and attention to detail
• Ability to perform filing and record-keeping tasks, data entry, and word processing skills
• Ability to relate openly and comfortably with diverse groups of people from a wide variety of backgrounds, including staff, clients and families, and community partners, both internally and externally
• Excellent organizational, communication, presentation, and interpersonal skills
• Ability to multitask, prioritize last-minute changes, and work well under pressure
• Ability to work independently and as part of a team
• Ability to use good judgment, maintain confidentiality, and be resourceful and proactive when dealing with issues that may arise
• Must be mission-driven and face obstacles with determination and energy; decisive with a collaborative and data-driven orientation

Physical Demands: 
Essential functions of the position require the employee to use a telephone, work at a standard computer terminal, and be able to follow reasonable ergonomic recommendations, sit for long periods, make repetitive motions, stand, reach, lift, carry 20 pounds, and bend. A valid Driver’s License and current auto insurance are required for logistics and event coordination.  
 

Qualifications:

• Proven experience in developing and implementing communication strategies across multiple channels.

• Strong understanding of communication theory and best practices.

• Excellent writing, editing, and proofreading skills.

• Experience creating content for various audiences and platforms, including website, social media, and email.

• Proven track record of managing projects and meeting deadlines.

• Excellent communication, collaboration, and interpersonal skills.

• Ability to analyze communication data and translate insights into actionable strategies.

• Experience working with a creative team (optional, depending on the organization).

• Bachelor’s degree in Communications, Marketing, Public Relations, or a related field; advanced degree preferred.

• Minimum of 5 years of progressive experience in communications, marketing, or a related field.

• Demonstrated ability to thrive under pressure, adapt to changing priorities, and deliver results in a timely manner.

• Ethical integrity and commitment to upholding the highest standards of transparency and accountability.

Required Knowledge, Skills & Abilities:

• Deep knowledge of communication theory, best practices, and emerging trends.

• Strong skills in managing communication projects, including planning, execution, monitoring, and closing.

• Proficient in creating and distributing content across various platforms and channels.

• Ability to analyze communication data, identify trends, and develop effective strategies.

• Excellent writing, editing, and proofreading skills to produce high-quality content.

• Excellent communication skills to effectively convey information and collaborate with diverse stakeholders.

• Proven ability to lead and motivate a team, fostering a culture of excellence and collaboration.

• Capacity to thrive in a dynamic environment, adapting to changing priorities and demands.

• Commitment to maintaining the highest standards of transparency, accountability, and ethical behavior.