Department: Alumni Relations & Development Salary/Grade: EXS/5
Job Summary: Provides management for marketing and communications projects within Alumni Relations and Development, recommending goals, assessing feasibility, developing action plans and providing day-to-day oversight of administrative and project management functions.
The Project Coordinator is responsible for ensuring all marketing and communications requests and projects move seamlessly from start to on-time completion. This entails creating, maintaining, executing and monitoring project plans and timelines to track and prioritize responsibilities between various marketing and communications team members, internal clients, and external writing, design, printing and production vendors. This position also provides administrative support for the ARD Marketing and Communications team.
Areas of responsibility:
Budget & Financial
Specific Responsibilities: Administration
Manages day-to-day marketing and communications project operations for Alumni Relations and Development.
Ensures that project mission, values, guidelines, policies & procedures are implemented & maintained.
Utilizes project management software; prepares reports and timelines.
Reviews processes and recommends ongoing improvements to drive efficiency and quality control.
Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
Acts as liaison with University licensing to submit and gain approval on trademark usage.
Books photographers, coordinate photo shoots and research photos to include in communications
Maintains digital repositories of images and marketing materials, as well as physical files of marketing samples
Schedules meetings and make travel arrangements
Orders office supplies for the Marketing and Communications team
Budgets & Financial
Participates in vendor budget preparation.
Maintains freelance/contractor budget and associated analysis/reports.
Coordinates the processing of vendor invoices and expense reports for the Marketing and Communications team.
Communication, Outreach & Recruitment
Manages development of coordinated, consistent marketing and brand messages.
Takes meeting notes and develops, distributes conference reports in timely manner.
Manages communication projects from start to finish, working with editorial, design, and digital team members to deliver quality communications to internal clients – on time and on budget.
Creates and nurtures relationships with University departments and external organizations to develop a network of enthusiastic partners/vendors engaged via active participation in the success of project.
Reviews market trends to recommend future plans to increase revenue, participation, engagement, etc.
Observes program sessions and interacts with participants for purpose of gaining consumer insight, growing and strengthening program knowledge, and optimizing client satisfaction.
Grants & Contracts
Prepares requests for proposals, oversees the RFP process and invoicing for printers and mail house production firms
Manages (NAA, Annual Giving and Reunion-related) program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.
Identifies & obtains external expertise as needed and works with content experts for current and new programs.
Reviews programs/projects to increase efficiencies to support growth.
Leads program/project updates and improvements.
Performs other duties as assigned, including secondary research.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
1 year program/project administration or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Detail oriented, proactive, resourceful, ability to break large efforts into smaller tasks for prioritization and completion, ability to multi-task, strong communication and business writing skills.
3 years program administration or similar experience.
1-2 years project management or marketing communications experience.
Experience in a communications agency, with exposure to copy and design is a plus.
Preferred Competencies: (Skills, knowledge, and abilities)
Curiosity, good listener/synthesizer
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39230
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.