Marketing Coordinator

Location: Des Plaines, IL Category: Staff Posted On: Wed Jan 15 2025 Job Description:

Basic Function and Responsibility:

Under supervision from the Director of Marketing, this position is an integral member of a fast-moving team and is responsible for various functions that support the marketing and communications department, including complex project coordination, budget support, and expenditure processing, and is a department liaison. Coordinates projects between staff, internal departments, and vendors, reports on projects and marketing initiatives to leadership and team, and advocates for the marketing and communications team and the institution's brand.

Characteristic Duties and Responsibilities:

• Serve as the initial point of contact for the department. Direct visitors while assessing the relative importance of each, handle phone calls, coordinate meetings and scheduling, relay messages, departmental email account/s, provide requested information, prioritize and distribute mail for the content marketing, web and digital strategy, design and creative services and the communication teams.
• Collaborate with appropriate team members and stakeholders to ensure the accuracy of project information and timely project completion; provide information on the complexities involved, address problematic issues of uncompleted projects, and recommend necessary adjustments.
• Coordinate, support, and provide oversight to the department's project management system, Lytho, or similar tools. Collaborates with the department to ensure project statuses are accurate and up to date, reporting, and helps the team to grow with the system.
• Implement and maintain project tracking methods, and provide regular reports and updates to the team.
• Serve as project lead for unassigned and general marketing projects and requests, from intake to project completion, including promotional item ordering process.
• Support the team and campus community in utilizing Canva and similar design tools while ensuring the campus community follows the college's brand standards.
• Assist with preparing and monitoring departmental budgets. Process and prepare direct pay vouchers, invoices, purchase requisitions, travel requests and reimbursement, budget adjustments and transfers, credit card payments, reports, work orders and service arrangements, central stores orders and related. Including ordering departmental supplies and inventory, processing memberships, etc.
• Coordinate with vendors, departments and internal offices such as procurement, accounts payable, receiving and facilities on project coordination and planning, requisition processing, bid specifications, design or technical assistance, and prepare projects for press and delivery as needed. Write and coordinate bid specifications and direct purchasing to process bids for external vendors. Provides support for the design and creative team.
• Serve as project lead for departmental mailing process and projects, including mailing lists, and coordinate with internal list/stakeholders and fulfillment vendors (printers and mail house) when a "do not mail" request is received.
• Prepare and organize materials for professional award submissions; register and submit all award submissions.
• Prepare, maintain and review office procedures and suggest necessary changes to the Director.
• Participate in achieving departmental and college goals and objectives.
• Participate in appropriate committees, meetings, and events.
• Perform other job-related duties as assigned.
  
  
  

Job Requirements:

Qualifications and Working Conditions:

• Bachelor's degree with coursework in business, journalism, commercial art, marketing, or related area, and/or equivalent combination of training and experience from which similar ability can be acquired required.
• Three years of experience that demonstrates competency in coordinating various project elements to result in a finished project. Experience should also demonstrate competency in writing, editing, or design, and the ability to quickly learn new software applications. Five years of experience preferred.
• Working knowledge and experience with vendor printing and bid processes.
• Basic editing and proofing skills. Working knowledge of AP style preferred.
• Must have excellent attention to detail, organizational skills, and the ability to manage and coordinate multiple and complex projects concurrently, meeting established timelines, quality, and cost objectives.
• Proficiency in Microsoft applications, Google Suite, and Adobe Acrobat Experience with project management tools and systems enquired
• Ability to utilize critical thinking skills to find and recommend solutions.
• High interpersonal skills, including verbal, written, and presentation.
• Ability to work independently with minimal supervision and within a team.
• Work requires knowledge of the policies and procedures within the Department and College Systems.
  
  
  

Physical Demands:

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information:

Supervision Received:

Functional and administrative supervision is received from the Director of Marketing.

Supervision Exercised

None

SALARY: The hourly salary of this position is $25.79 which equates to $51,982 annualized based on Oakton's summer hours schedule.

HOURS: Monday - Friday 8:15 am - 5:00 pm

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

Below is the link in regards to Oakton's benefits:

https://www.oakton.edu/about/offices-and-departments/human-resources/