Project and Workflow Coordinator
Santa Clara University
Department: Office of Communication & Mktg
Part Year: No
FLSA Status: Non-Exempt
Standard Hours (hours per week):
University Marketing & Communications is tasked with strategically sharing Santa Clara University stories throughout popular media, increasing the university's visibility, enhancing its reputation, and demonstrating its unique value among our key audiences.
The Project and Workflow Coordinator is a skilled, highly motivated, very organized individual that manages the project scheduling, work-flow, and production processes for the department.
The Project and Workflow Coordinator reports to the Director of Brand and Marketing Strategy, and works closely with groups in University Marketing & Communications to establish schedules for multiple projects across print and digital media. He/she will manage and traffic projects between clients, marketing and communications team members, and project Coordinators, to ensure they are produced and delivered in a timely, professional manner.
Skilled in planning, tracking, monitoring, and reporting, the Project and Workflow Coordinator also serves as liaison to campus clients to ensure accurate and timely budgeting, billing, schedules, and approvals. This position is responsible for the financial aspects and record keeping involved in production.
Essential Duties and Responsibilities:
1.Traffic numerous concurrent projects between clients and marketing team members. Tracking includes events, content creation, website development, public relations, social, integrated marketing programs, and strategic initiatives.
2.Coordinate project workflow from start to finish including obtaining client needs, scheduling, developing drafts, obtaining production quotes, coordinating, designing, and implementing projects to final delivery.
3.Develop and monitor production schedules within the team-based project management system for all projects; closely monitor adherence to planned time lines and schedules.
4.Create weekly reports of projects' progress.
5.Create project budget reports.
6.Create comprehensive annual project reports.
7.Consistently and continuously maintain project database and archival system.
8.Manage print buying.
9.Manage mailing lists and work with mailing houses.
10.Process project invoices.
11.Manage vendors, freelancers and other external resources involved in the production process.
12.Assist creative team with printers' and vendors' communications, RFQs, print and digital specs and schedules.
13.Maintain the print samples filing system.
14.Assist with scheduling meetings with clients.
15.Assist with media and publications advertising placements.
16.Represent Marketing Communications widely and positively on campus.
17.Develop strategic and effective relationships with a network of reliable professional resources for visual design and production services (designers, photographers and videographers, printers, web developers, etc.) so that our clients have a breadth of experience to draw on as we work with them to increase visibility for SCU.
18.Develop favorable contracts with outside professionals and ensure that they understand requirements.
The diversity of workload requires leadership, flexibility, confidence, efficiency, attention to detail, accuracy, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position requires tact, diplomacy and a high level of professionalism in dealing with members of the university community and network of professional resources.
Provides Work Direction:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, partners, vendors or suppliers.
May at times require physical labor.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment
Mostly indoor office environment
Offices with equipment noise
Understanding and appreciation of the vision and values of a Jesuit Catholic educational mission.
Knowledge of higher education marketing and communication practices.
Understanding of current design and production standards, issues, and processes.
Knowledge of project management, software programs and/or web-based management tools.
Knowledge of PC and MAC Systems.
Proficiency with Microsoft Office and FileMaker Pro software.
Knowledge of Adobe CS a plus.
Strong customer service orientation and commitment to deliver innovative, high-quality design projects.
Proven budgeting, purchasing and contracting experience.
An interest in learning about and applying new technologies as needed required.
Demonstrated command of typography, composition, layout, and color use.
Possess organizational and project management skills.
Effective time management, scheduling and organizational skills.
Exemplary verbal and written communication skills.
Excellent interpersonal skills in relating to peers and supervisors required.
Must be proficient with the use of technology and project tracking software.
Must be goal-oriented and self-motivated individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.
Demonstrated genuine appetite to contribute to a collaborative, ethical, and professional team environment.
Must have a keen creative visual sense, highly developed interpersonal skills and ability to work alongside others to deliver results.
Ability to manage and track multiple print and Web projects simultaneously, ensuring a smooth workflow.
Ability to work well independently and also in a team setting, and to provide leadership and direction.
Demonstrated sound judgment for decision making and handling confidential and sensitive material.
Demonstrated ability to manage time and workload, to multitask and achieve goals in a deadline-driven environment while maintaining strong attention to detail.
Demonstrated skills in focusing on appropriate priorities, and driving completion of projects and tasks in a timely manner.
Ability to adapt to new technologies and to changes in internal processes required.
Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.
Education and/or Experience:
A minimum of a bachelor's degree, or equivalent work experience plus four years of experience in project management/coordination.
About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all master's universities in the West by U.S. News and World Report, Santa Clara University is California's oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
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