Coordinator, Marketing Operations

Purpose: Provides administrative support to Marketing & Communications and general administrative duties for the Division of Marketing & Communications. Manages operating budgets, prepares purchase orders and expense reports, manages inventory of promotional items and sponsorship requests, coordinates contracts, billing, filing, and purchasing. Helps manage key sponsorships and serves as a liaison with some partners for invoicing. Exhibits a “heart for service” and a “customer first” orientation in providing exceptional service with all responsibilities and interactions. Demonstrates versatility in handling people and situations. Adapts willingly and quickly to changing priorities, responsibilities and customer needs/expectations. Maintains strict confidentiality, when appropriate.

Duties :

• Assists Marketing & Communications with the coordination of marketing systems and activities such as; setting up and coordinating Weekly and Monthly Business Planning meetings, training sessions, name badges, marketing baskets, event support as needed, and responding to dean/supplier/partner requests.
• Manages Division of University Communications operating budgets, prepares purchase orders and expense reports, coordinates billing/invoices and tracks spending. Maintains file of divisional agreements, records, contracts and other important documents.
• Manages the division’s promotional items and sponsorship requests.
• Assists Marketing & Communications with Cabinet and Board responsibilities as needed including making arrangements for meetings, answering and returning phone calls, writing and returning emails, coordinating contracts, filing documents, welcoming guests to the office, and preparing agenda, minutes, reports, correspondence, and mailings.
• Performs general administrative duties for the division, including making arrangements for meetings, maintaining mail lists, ordering supplies, overseeing office equipment, ensuring project deadlines are met, and keeping general office space organized.
• Assists in management of vendors and freelancers (i.e.,photographers, graphic designers etc).

Qualifications

Education : High school diploma required

Experience : minimum of 3 years of relevant experience

Specialized Training: Proficient in use of Microsoft Office software; proficient in budgeting software, Jenzabar, preferred.

Skills, Attributes

Customer Service:

• Exhibits a “customer first” orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations.
• Brings a “heart for service mentality” and represents the marketing function in a positive manner.
• Adapts willingly and quickly to changing priorities, responsibilities and customer needs and expectations; anticipates and identify customers’ needs.
• Maintains strict confidentiality.
• Available for evening and weekend work as necessary for special events

Teamwork:

• Enjoys working on a team and with many people.
• Communicates, cooperates and collaborates with others to achieve common office, division, or University goals.
• Willingly assists in various responsibilities as appropriate within the Division of Marketing & Communications as required during high service demand times.

Communication:

• Develops and nurtures an effective, productive and respectful rapport and working relationship with Admission and Institutional, peers, students and faculty, maintaining appropriate level of professionalism.
• Communicates information clearly and concisely and listens well to others.
• Uses and promotes excellent phone and written communication skills.

Accuracy:

• Maintains a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions, and ability to accurately proofread.

Initiative:

• Takes immediate and independent action when necessary assuming initiative for creative problem solving.
• Accomplishes tasks with follow through to completion.

Technical:

• Proficient in Microsoft Office, Excel, Power Point, as well as able to learn and stay current with new technology at the University.

Work Environment, Physical Demands:

• Computer work; filing, coordinates mailings; sitting in one position for long periods; multiple concurrent tasks with periodic service interruptions; detailed work.

To apply, please upload the cover letter, resume, and contact information with three professional references via Paycom.
A review of resumes will begin immediately and continue until the position is filled.
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Mount St. Joseph University is an Equal Opportunity Employer