Marketing & Communications Operations Coordinator

Summary

Position Title

Marketing & Communications Operations Coordinator

Department

Office of Marketing & Communications

Status

Full Time/Exempt

Position Summary

The Office of Marketing and Communications Operations Coordinator handles the daily management of the hybrid marketing & communications office, this position is a front-line administrative customer service-oriented job and requires knowledge or experience in project management. This position is responsible for managing the administrative functions of the University Marketing & Communications office and its employees, and the day-to-day management of projects for the office and its internal and external customers. This position is not eligible for full-time remote work given the in-person support needed for a hybrid team, but this position can be approved to work a hybrid schedule. The Marketing and Communications Operations Coordinator reports to the Director of Creative & Digital Marketing. This position works across all areas within marketing and communications.

Essential Job Duties

  • Organizes and prepares for meetings and events hosted by the Marketing & Communications
    Office
  • Coordinate, and ensure the on-time & orderly flow of all projects from job initiation to release
  • Communicate scheduled deadlines and coordinate resources (internal and external) needed to drive the project forward
  • Act as communication interface between members of Marketing & Communications staff as well as other campus internal customers
  • Monitor and follow-up with all appropriate departments on project development
  • Maintain up-to-date and organized files for all stages from concepts to completed pieces
  • Initiate, develop, drive, and revise schedules
  • Gather estimates, and assist in managing production vendors
  • Maintains Marketing & Communications calendar, records and files, makes/assists with travel
    arrangements, answers phone, and handles Department correspondence
  • Handles confidential information and uses the highest discretion regarding sensitive matters
  • Manages p-card reconciliation, departmental timecards, and invoices
  • Manages departmental budget by regularly reviewing and verifying information
  • Coordinates invoices, accounts, and vendors for the team
  • Supports the budget lines for the University Marketing and Communications department including processing check requests, purchase orders, and budget transfers. Reconciles the budget and maintains accurate budget information each month to be reviewed with the Director.
  • Other duties as assigned.

Special Skills

  • Basic understanding of advertising principles and marketing project process terminology
  • True problem solver—able to anticipate roadblocks and offer creative solutions
  • Highly detail-oriented while managing multiple tasks and tight deadlines with confidence
  • Exceptional interpersonal skills necessary to interact with a range of personalities and establish effective relationships at all levels of agency organization
  • Ability to manage multiple issues with a capacity to prioritize responsibilities and manage to deadlines
  • Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required.
  • Proactive and independent approach to work; team player with a strong sense of ownership
    needed.
  • Demonstrated ability to focus on details with accuracy.

Work Conditions

  • The job is primarily indoors but includes outdoor duties
  • Standard office hours are 8:30 a.m. to 5:00 p.m.
  • This position is eligible for a hybrid work environment but is not available for full remote work

Physical Requirements

  • Able to lift and carry equipment and supplies
  • Must be able to bend, stoop and reach
  • Manual dexterity to efficiently operate a computer keyboard and other business machines
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone.

Prerequisites Required for Position

Minimum Education Requirement

  • Bachelor’s degree required. Preference for education in closely related field such as marketing, communications, graphic design, or business.

Minimum Work Experience

  • Experience in administrative support such as marketing and communications, project management, operations, or education. Experience can include multiple internships or one year of career experience.

Preferred Qualifications

  • Strong computer skills such as being skilled in software for operations and project management including Microsoft, Google, Basecamp, Adobe, and procurement.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

Covid Vaccination Information: Faculty and Staff

All Jacksonville University employees who work at any JU facility must be vaccinated against COVID-19.

For more information regarding the JU vaccination policy, please click the link below.

JU Vaccination Policy

To Apply

All interested applicants are asked to submit a resume, list of references, and JU application to the Director of Creative and Digital Marketing, Katie Jackson Webber at marketing@ju.edu