Duties and Responsibilities

Project Management & Coordination

• Manage project intake, ensuring requests include clear objectives, scope, audiences, deliverables, timelines, and other necessary information.
• Coordinate and track projects from intake through completion, maintaining accurate project status, milestones, deadlines, and deliverables.
• Route and prioritize work within established OCEM workflows and help ensure projects align with unit priorities and goals.
• Coordinate schedules, meetings, approvals, and other project needs with teammates and stakeholders.
• Identify potential delays, dependencies, or bottlenecks and escalate issues when needed.
• Close completed projects, ensuring final deliverables, results, and documentation are appropriately recorded and archived.
• Coordinate collection of project and campaign metrics and support regular reporting and sharing of results.

CRM & Slate Operations

• Build, test, and execute communications, events, forms, and other operational processes within Slate.
• Support audience management and segmentation, including queries and populations as appropriate.
• Review and test Slate communications and processes to ensure accuracy and proper functionality before launch.
• Maintain organized and consistent communications, templates, folders, events, and other assets within Slate.
• Troubleshoot routine Slate issues and coordinate resolution with teammates and stakeholders.
• Maintain documentation and follow established standards for CRM operations.

Purchasing, Vendor & Production Coordination

• Serve as the primary purchasing card holder for OCEM, making and documenting authorized purchases in accordance with university policies and procedures.
• Maintain accurate purchasing records, receipts, reconciliations, and supporting documentation.
• Coordinate with external vendors for printing, mailing, promotional materials, and other products and services.
• Manage quotes, specifications, schedules, proofs, deliverables, and other vendor-related details.
• Coordinate and provide on-site support for communications and multimedia productions, including scheduling, locations, equipment, setup and breakdown, transportation and handling of production gear, participant coordination, and other production needs.
• Attend multimedia shoots as needed to provide hands-on production and logistical support.
• Assist with identifying, scheduling, and coordinating students, faculty, staff, and other participants for photo and video productions.
• Track expenditures and support inventory management as needed.

Documentation & Information Management

• Serve as a steward of OCEM documentation centers, shared files, and other knowledge resources.
• Develop and maintain clear, intuitive organizational structures for files, documentation, templates, and shared resources.
• Establish and document conventions for file organization, naming, storage, archiving, and related practices.
• Regularly review and maintain shared documentation spaces to ensure information remains current, organized, accessible, and easy to navigate.
• Help teammates understand where information belongs, how resources are organized, and where authoritative information can be found.
• Archive or remove outdated and duplicate materials in accordance with applicable records-management practices.

Process Improvement & Operational Support

• Develop and maintain documentation for project workflows, Slate processes, purchasing procedures, vendor processes, and other recurring operations.
• Identify recurring issues, inefficiencies, and opportunities to improve workflows.
• Help establish and reinforce consistent project management and operational practices across OCEM.
• Collaborate with teammates to improve tools, processes, and systems that increase efficiency and reliability.