Communications and Administrative Coordinator

The Communications and Administrative Coordinator within the Office of University Communications is responsible for advancing and promoting awareness of the University through the effective promotion of campus-directed events using a variety of digital and printed communications, including web content, email and newsletter support and university calendar assistance. The position collaborates with others in the University Communications department to effectively reach target audiences (prospective students, current students, faculty and staff, alumni and the general public) in support of the University's strategic goals. The Coordinator is responsible for administrative support for the Office of the Vice President for Administration and Finance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Communications Coordinator:

• Works closely and collaboratively with the University Communications team to ensure communications accurately project and support the University's strategic goals, mission and brand.
• Writes and builds emails within the Communication Department's mass email distribution platform, Emma.
• Campus areas of focus include communications that support campus-facing events within Student Life, the schools, Career Services and more.
• Works with department staff to determine promotion needs, goals and audiences for events by advising and developing effective promotion strategies that support the University's strategic goals.
• Ensures the integration of printed and electronic communications with online content on the University's website, campus calendar and social media presence.
• Develops relationships with key University officials, faculty, staff and students to identify new and interesting ways to tell the St. Mary's story.
• Writes for the Gold & Blue magazine, electronic newsletters, the University website, and other areas and publications as needed, ensuring that messages are well crafted, engaging and in accordance with University style guidelines
• Contributes to the overall advancement of University Communications projects and initiatives
• Assists other members of University Communications as needed
• Assists with web calendar management, and serves as lead for University stationary order processing

Administrative Coordinator:

• Provides administrative support to the Vice President for Administration and Finance including organizing and filing documents and reports, acting on mail,and organizing materials.
• Serves as a primary point of contact by greeting and directing guests, visitors, vendors and callers.
• Manages calendars, conference room schedule and plans various meetings and provides support to VP for Finance and Administration and University Communications leadership as needed.
• Coordinates and manages Administrative and Finance board committee activities, including the coordination and scheduling of meetings, on-campus visits, agenda preparation, calendar coordination and taking and managing committee information and minutes.
• Assists with Board of Trustees and President's Office activities as directed.
• Ensures priorities are handled with a high degree of professionalism, maintains regular and consistent attendance and punctuality, and complies with confidentiality standards.
• Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor's degree from an accredited college/university in communications or related field required
• Minimum of two (2) years professional experience in communications; or closely related experience.
• Must clear and maintain a favorable background investigation and clearance.
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business daily.
• Must have the ability to demonstrate advanced skills in MS Office (Word, Excel and PowerPoint). Uses various software applications, such as WordPress and other content management solutions, including basic HTML, to make web edits; Preferred proficiency in: Photoshop, InDesign, Illustrator, WordPress, Adobe Premiere or similar video editing software
• Must have excellent writing, editing, proofreading, analytical, organizational, grammar, and verbal communication Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university.
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities.
• Must have the ability to work collaboratively with a diverse and dynamic community.
• Must have high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment and manage multiple priorities to meet deadlines.
• May be required to work more than 40 hours a week and work a flexible schedule as needed.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.