Project Manager II

Job Summary

WABS seeks a passionate and experienced Project Manager II with a demonstrated commitment to equity and racial justice to join our dynamic and collaborative team. The Project Manager is the driving force behind Sound Careers in Healthcare (SCIH) - one of the region’s most dynamic career-connected learning events. Each year, approximately 700 high school students from WABS member public school districts spend a day immersed in hands-on, interactive experiences across 12+ healthcare fields, guided by 200+ volunteers from UW’s Doctor for a Day program and the broader healthcare community. The event is free to students and schools, and is designed specifically to reach young people who are furthest from educational and economic opportunity.

Essential Job Duties & Responsibilities

• Event Planning & Project Management
• Develop and manage a comprehensive event project plan, timeline, and task tracker to ensure on-time delivery of all event components
• Cook up event logistics including venue, catering, AV/tech needs, signage, supplies, and layout for 700+ students and 200+ volunteers
• Create and manage event-day run-of-show documents, schedules, volunteers, and station rotation plans
• Track budget expenditures and work within allocated event budget; prepare post-event budget reconciliation
• Ensure compliance with WABS policies and applicable grant requirements throughout planning and delivery
• Facilitate regular planning meetings in collaboration with the SCIH planning committee
• Submit sponsorship requests with partners and coordinate as needed
• Volunteer Recruitment & Management
• Collaborate with UW Doctor for a Day volunteers and other healthcare professional volunteers to recruit, orient, and support 200+ volunteers for the event
• Develop volunteer orientation materials, station guides, and day-of briefings to ensure volunteers are prepared to facilitate interactive student experiences and support overall event flow
• Coordinate with healthcare companies and postsecondary institutions to secure and support exhibitor/tabling participation
• Create and manage volunteer registration systems and track confirmations
• Coordinate volunteer check-in processes and provide on-site volunteer support on event day
• Student Recruitment & School Engagement
• Work with WABS staff and school district partners to promote SCIH to students and educators in member districts
• Manage student and school group registration, including tracking RSVPs, group sizes, and transportation needs
• Coordinate with educators to support the Prepare-Experience-Reflect intentional engagement model, providing pre- and post-event classroom materials and resources
• Communications & Marketing
• Draft and distribute event communications to schools, volunteers, exhibitors, and partner organizations
• Develop content for the event website, maintain registration portals, and create digital assets in coordination with WABS communications staff
• Develop promotional materials (flyers, emails, social media content) to drive student and volunteer participation
• Event-Day Operations
• Serve as primary on-site coordinator for all event-day logistics, ensuring smooth check-in, station rotations, and overall event flow
• Manage volunteer and exhibitor check-in and orientation on event day
• Troubleshoot real-time logistical issues; coordinate with venue staff, partners, and WABS team
• Supervise event support staff, interns, or day-of volunteers as assigned
• Evaluation & Reporting
• Design and administer student, volunteer, and educator feedback surveys
• Compile and analyze post-event data to assess impact, identify areas for improvement, and support grant reporting
• Prepare a post-event summary report including attendance, demographics, feedback highlights, and lessons learned
• Support WABS development staff with data and narrative content for grant applications and funder reporting related to SCIH
• General Lead or support additional, related projects as assigned
• Participate in organizational and team meetings and activities as an integral member of the WABS team

Hiring Requirements

• As part of our standard hiring process for new employees, employment will be contingent upon the successful completion of a background check and proof of eligibility to work in the United States.

Inclusion Statement

We are dedicated to the belief that all lives have equal value. We believe that to be inclusive, we must go beyond this statement to operationalize anti-racism as a part of our practice and are committed to creating a workplace where employees thrive both personally and professionally. We also believe our employees should reflect the rich diversity of the global populations we aim to serve—in race, gender, age, cultures and beliefs—and we support this diversity through all of our employment practices. All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity.