Marketing and Communication Administration Specialist
University of Iowa

Job Info

---

The Office of Strategic Communication is looking for a Marketing and Communication Administration Specialist to join their team. This position will provide key administrative and operational support for various units within the Office of Strategic Communication (OSC), the university's central marketing and communication team. This includes managing complex calendars, coordinating meetings, overseeing event planning, assisting with presentation planning, and maintaining the OSC SharePoint site. The position requires a high level of confidentiality, critical-thinking skills, accuracy and attention to detail, as well as the ability to simultaneously manage multiple projects in a fun, but fast-paced environment. This is a full-time, on-campus position.

A successful candidate will be a positive self-starter with the ability to adapt to unexpected changes and make decisions that reflect leadership priorities. This individual must be comfortable interacting with stakeholders of all organizational levels, including C-suite.

Operational Support

• Provide scheduling support for the AVP and OSC senior leadership. Manage complex calendars with multiple conflicts involving senior leaders on campus.
• Responding to and triaging incoming calls and email for OSC.
• Provide travel support, including but not limited to car reservations, hotel reservations, and processing receipts for reimbursement with University Shared Services.

Financial Responsibility

• Prepare, record, and reconcile administrative and personnel related expenses (i.e., procurement cards, travel) as directed and in accordance with university policies and procedures.
• Initiate purchasing requests for supplies and equipment and may maintain inventory.

Event Planning and Meeting Support

• Coordinate internal OSC monthly all-staff meetings, including scheduling and assisting with developing agendas and collecting necessary content from OSC leaders.
• Coordinate OSC-led campuswide meetings, including scheduling, securing meeting rooms, and assisting with developing agendas, researching and recommending possible guest speakers, and sending meeting recaps to campus partners.
• Coordinate special OSC events, including annual all-staff luncheon, winter staff gathering, leadership retreats, retirement parties, etc.

Communication Management

• Gather content, draft, and send weekly internal email to OSC staff.
• Assist with creating handouts, PPT presentations, and leadership reports.
• Review peer institution communication practices and provide summary information.

Information Management

• Manage OSC SharePoint site including development and implementation of a structured filing nomenclature to enhance accessibility and efficiency, ensuring all documents are logically categorized and easily retrievable.
• Assist in the development of data management procedures and protocols for OSC files, reports and simple databases.
• Manage OSC listservs and campus-wide communicator list.

Human Resources Support

• Support efforts to establish and maintain a healthy and productive workplace culture.
• Assist AVP, Senior Leadership Team and HR Director in efforts to maximize employee retention and recruitment.
• Assist with onboarding and general assistance of new employees.

For a complete job description, please contact Libby Kleppe at libby-kleppe@uiowa.edu

Required Qualifications

• Bachelor's degree; or an equivalent combination of education and experience.
• 1-3 years of administration, program and/or project experience.
• Demonstrated competence in managing multiple schedules in a large, multi-faceted organization. Must be able to resolve conflicts and see "big picture" timelines while focused on details.
• Superior attention to detail, including excellent composition, editing, organizational skills.
• Excellent customer service skills.
• Excellent verbal and interpersonal communication skills.
• Experience with planning, organizing, and implementing events.
• Extensive experience utilizing a variety of software including but not limited to Microsoft Outlook, Teams, Word, Excel, PowerPoint, Visio and web editing software (e.g. Drupal).
• Demonstrated ability to maintain high level of confidentiality on a consistent basis.
• Demonstrated ability to manage multiple short-term and long-term projects and deadlines, utilizing critical-thinking skills.
• Demonstrated ability to respond quickly to changing priorities and emerging situations while maintaining an extremely high level of professionalism and approachability.
• Demonstrated ability to learn new and emerging online tools and technology.

Desirable Qualifications

• Knowledge and experience with university policies and procedures, including working with university accounting (including travel) policies, practices, processes, and systems.
• Experience with basic graphic design software including Adobe, Canva, or Photoshop.

Application and Position Details

• In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
  • Resume
  • Cover Letter
• Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process. For additional questions, please contact Libby Kleppe at libby-kleppe@uiowa.edu.

Benefits Highlights

• Regular salaried position. Located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
• For more information about Why Iowa? Click here.

Additional Information

• Classification Title: Admin Services Specialist
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 3B

Contact Information

• Organization: External Relations
• Contact Name: Libby Kleppe
• Contact Email: libby-kleppe@uiowa.edu

---