The Enrollment & Marketing Specialist provides comprehensive visit support, office coordination, budget administration and support, vendor and staff assistance, executive support and marketing support for the Offices of Enrollment Management and Marketing and Communications, reporting to the VP of Enrollment Management and the Chief Marketing and Communications Officer. The position requires a high level of discretion and confidentiality and will assist in the preparation and distribution of confidential communications. The role requires a broad base of experience in office procedures and protocols, budget administration and executive communications support, with preferred knowledge in a marketing setting.
Duties and Responsibilities (Essential Duties):
? Oversee and coordinate special enrollment and marketing projects as directed, working independently to research problems, find solutions and manage timelines. ? Provide executive support in developing PowerPoint presentations and other meeting/support materials. ? Provide administrative support to the Vice President for Enrollment Management and the Chief Marketing and Communication Officer, including scheduling and planning meetings; communicating with internal and external constituencies; processing expense reports and maintaining their respective calendars as necessary. ? Assist with creation of materials for the Board of Trustees; prepares for and attends meetings of Strategic Marketing and Enrollment Committee; prepares minutes at the conclusion of the meeting. ? Manage all office procedures, policies, guidelines and general office management for the Office of Marketing and Communications (MarComm). ? Oversee Enrollment Management and MarComm’s budget and billing at the direction of the Vice President for Enrollment Management, Chief Marketing and Communication Officer and Executive Director of Marketing, monitoring for status and/or issues, generating reports, and executing all financial transactions. ? Effectively support vendor relations for MarComm, including some day-to-day management as well as the contract process from beginning to end, working with the CMCO and Executive Director of Marketing, as well as Legal, Finance, Procurement and other relevant departments across campus. ? Serve as primary contact with University and external constituents, including fielding media inquiries, answering phones, and directing calls to appropriate professionals and providing information. ? Act as the HR liaison for all Enrollment Management and MarComm onboarding and transitions, including new hires, employee departures/role changes, and new interns and work-study students. ? Provide support for Market Research activities as directed.
? Perform and/or supervise the following for MarComm and Enrollment Management: o Help monitor and maintain shared drive filing system for the office. o Provide mailing list and basic production support. o Provide scheduling, travel, logistical and other support as needed. o Monitor and maintain office subscriptions, supplies and other purchases. ? Proofreading, writing and editorial support as needed. ? Other duties as assigned.
Number of direct reports to this position:
Minimum Qualifications (Education/Training and Experience Required):
? Bachelor’s degree and at least three to five years of experience in an administrative support or office management role or an equivalent combination of education and experience. ? Advanced skill level in Word, Excel, PowerPoint and internet search software relevant to the position. Proficiency in Banner, Slate, project management software and/or other specialized software. ? Excellent project management and organizational skills. Ability to organize projects and see them to completion. ? Excellent communication skills, written and verbal, including the ability to compose effective communications and speak and listen effectively to audiences within and outside the university community. ? Ability to demonstrate personal initiative to solve problems and complete tasks. ? Ability to handle multiple tasks and meet deadlines in a fast-paced environment. ? Ability to gather information from multiple sources and compile that information in a timely and organized manner. ? Ability to use discretion and good judgment when dealing with day-to-day issues. ? Ability to work independently with minimal direction. ? Ability to showcase a high level of customer service skills.
? Specialized knowledge of account line management in Banner Finance and Banner Student. ? Knowledge of Slate. ? Previous experience supporting an executive. ? Previous experience working in higher education.
Physical Requirements and/or Unusual Work Hours:
? May be required to attend and assist in key events during evenings or weekends. ? May need to sit for extended periods of time. ? May be required to lift boxes of up to 25 pounds. ? May need to obtain information or services from buildings or floors without handicapped access. ? May be required to deliver information or packages around campus.
About Saint Joseph's University
For over 160 years, Saint Joseph’s University has been engaging men and women in a rigorous Jesuit education that empowers them to become leaders in their industries and communities. An expansive liberal arts curriculum that serves as a foundation for all students, combined with programs tailored to meet the needs of complex and evolving fields prepare students for all of their post-graduate pursuits. As a Jesuit institution, guided by a faith that promotes justice, Saint Joseph’s University educates for a higher purpose; service is central to the Jesuit identity, and students are expected to improve the common good by utilizing their skills and knowledge to promote tolerance, compassion and social justice.