Marketing & Communications Office Manager

Marketing & Communications Division Administrative Support

Provides administrative, project management, and marketing support for the Marketing & Communications Division with particular emphasis on meeting the needs of the Vice President for University Marketing. Drafts and proofs a variety of correspondence and communications for Marketing. Coordinates and provides support for the various departments within marketing and communications. Assists with management of Marketing & Communications' budget, key cross-division projects, website editing and copy-writing as well as photography. Prepares presentations and reports as requested. Manages internal and external events for the division and community relations. Oversees projects as assigned.

Exposure to confidential information regarding public relations and crisis management activities, as well as confidential information on Alumni, Parents and other donors; may need to work an occasional evening or weekend to provide event support in which advance notice will always be given. Access to confidential board of trustee information.

The candidate must be able to effectively communicate both verbally and in writing. A professional and approachable demeanor is critical as the individual serves as the 'face of the Marketing & Communications' and therefore interacts with a variety of internal and external constituents. The candidate must become knowledgeable about the variety of initiatives and programs underway in the Marketing and Communications Division. He / She must demonstrate a true team-orientation approach and have a willingness to participate in supporting all areas of Marketing & Communications. Superior attention to detail, strong organizational skills, and computer proficiency in all MS Office applications, particularly PowerPoint, Excel, project management systems and presentation skills, are required. Candidate must also have the ability to effectively manage multiple projects simultaneously and be proactive in their responsibilities.

A bachelor's degree is required.

A minimum of two to three years work experience is preferred, preferably within a marketing and communications department.

Provides administrative support for the Marketing & Communications Division with particular emphasis on meeting the needs of the offices of the Vice President for Marketing & Communications.

Manages division budget; works with Marketing VP and division directors to identify cost savings, ensure consistency in reporting; works with Finance regularly.

Manages division photography ensuring archiving, access, filing and selection process is accurate and efficient. Must be able to think independently on selection and tagging of photography.

Author marketing communications monthly, annual and trustee reports and presentations. Draft and proof a variety of communications for the Marketing & Communications Division. This includes but is not limited to : press releases, internal communications, presentations and reports, web content updates, etc.

Provide support for division events and manages select cross-divisional projects, keeping records up-to-date for key community constituents and government officials. Coordinate staffing and logistics of community relations events.

Frequently manages (or assists with) division workflow (projects, meetings, briefings, events)

Ensures division is up-to-date and meeting deadlines on University initiatives and deliverables (e.g. WorkDay)

Attends, participates in, and manages content for VP's direct reports meetings.

Works with VP of Advancement, President's Office & Marketing on selection / coordination / management of charitable giving and sponsorships, and then executes deliverables

Daily interaction with President's Office (planning / coordination etc); also collaborator / liaison to other departments throughout University

Participates in the growth and development of the Marketing Division. This involves :

• Promoting an image of courtesy and efficiency throughout the University community and consistent with the Marketing Division's mission,
• Remaining abreast of University procedures and policies as applicable to the Division,
• Participating in staff meetings as requested,
• Communicating effectively with supervisor concerning pertinent matters

Promotes safe and secure working conditions. This involves :

Performs other duties as assigned.

Marketing - Admin