Employment Status: Staff
Description of Key Responsibility:
1.Provide administrative support to the Office of Marketing and Communications and the assistant vice president for external affairs. Greet callers and visitors, provide assistance, refer to others and take and relay messages as appropriate. Coordinate office routine, create and maintain files, both hard-copy and computer-based. Produce professionally formatted and error-free documents, based on drafts prepared by others or self, using the Microsoft Office Suite.
2.Create slide presentations (often data driven) using PowerPoint and Keynote and ensuring College brand continuity.
3.Provide backup graphic design support using the Adobe Creative Suite, maintain the College's digital photography library and schedule campus photography in collaboration with the directors in marketing and communications. Provide assistance with updating the College's website.
4.Arrange for the distribution of communication (letters, email correspondence) to the College's neighbors as directed by the assistant vice president for external affairs.
5.Coordinate student worker schedules and oversee the marketing/communications student worker hiring process.
6.Maintain the first floor display cases in Old Main, update the distinguished speakers/performers photo display in Old Main and continuously update the fine arts photo displays in the Wentz Concert Hall and Fine Arts Center.
7.Coordinate the annual stationery order, working with the College's director of marketing, graphic designer and the selected printer to ensure accurate printing and timely delivery. Order business cards, folders, mailing labels and note cards for the campus community.
8.Maintain office supplies inventory using the College purchasing system as appropriate. Maintain newspaper and publication subscriptions in collaboration with the assistant vice president for external affairs.
9.Prepare purchase orders and check requests as needed. Match packing slips with invoices. Produce monthly budget transfer requests. In collaboration with the assistant vice president for external affairs and the director of marketing, review and monitor budgets on a daily basis.
10.Manage special projects as directed by the assistant vice president for external affairs.
11.Perform other related duties and tasks as appropriately assigned.
A bachelor's degree is required.
At least two years of experience in a position involving office operation, including computer applications, proficiency in presentation software (Keynote, PowerPoint) and the Microsoft Office Suite, spreadsheets and database management, and a keen sense of operational logistics and project management (applicable to photo shoots, marketing and communications discovery sessions and event support). Writing and editing experience is a plus.