Marketing Administrative Assistant - Oakton Community College
Oakton Community College
Location: DES PLAINES, Illinois
Internal Number: 145647
Location: Des Plaines, IL Category: Staff Posted On: Thu Apr 21 2022 Job Description:
Basic Function and Responsibility:
The Marketing Administrative Assistant is responsible for overall departmental support for marketing and communications including; budget assistance, expenditure monitoring, meeting or project arrangements, ordering office supplies, and reception. Assists with multiple projects between staff, internal departments and vendors, provides reporting on projects and marketing initiatives to management and is an advocate for the college brand.
Characteristic Duties and Responsibilities:
Serve as the initial point of contact for the department. Receive and direct visitors while assessing the relative importance of each, handle phone calls, coordination with meetings and scheduling, relay messages, departmental email account/s, provide requested information, prioritize and distribute mail.
Act as go to for regular recurring projects and some ad-hoc projects, as needed such as temporary signage, business cards and letterhead.
Assist with preparing and monitoring departmental budget. 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 and communicate with vendors and business offices in the bidding, quote, and ordering process and maintain inventories, printed materials, institutional stationery and promotional items. Establish and implement the process of institutional promotional items and requests with internal departments and serve as a point of contact.
Assist the marketing and communications team and internal clients to coordinate project timelines and ensure clients provide materials and information within timelines for successful project completion within the creative workflow system; provide information of the complexities involved with all projects; address problematic issues of uncompleted tasks and recommend necessary adjustments.
Assist with departmental organization of all projects. Assist with tracking and reporting priorities for marketing jobs in progress, including deadlines for diverse project elements to internal staff.
Maintains records of previous projects for efficient reuse and retrieval in future marketing projects within the creative workflow system, provides reports and updates to the team.
Assist the team in publication planning, coordinate timelines, and scheduling with internal departments and outside vendors. Work with vendors and internal offices on 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.
Establish and implement departmental mailing process and projects including mailing lists, and coordinate with internal list/stakeholders and fulfillment vendors (printers and mailhouse) when a "do not mail" request is received.
Prepare and organize materials for professional award submissions; register all award submissions.
Prepare, maintain and review office procedures and suggest necessary changes to the Director.
Perform other job-related duties as assigned.
Administrative supervision is received from the Director of Marketing.
Functional supervision may be exercised over student employees.
This position reports to Nancy, Manager of Production and Design and will also support me
Qualifications and Working Conditions:
Associate degree with coursework in business, journalism, commercial art, marketing, or related area, an equivalent combination of training and experience from which similar ability can be acquired is necessary. Bachelor's degree preferred.
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.
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 projects concurrently, meeting established timelines, quality, and cost objectives.
Intermediate proficiency in Microsoft applications, Google Suite, and Adobe Acrobat. Experience with project management tools and systems preferred.
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.
Judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required.
Work requires knowledge of the policies and procedures within the Department and College Systems.
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 generally sedentary in nature. Little or no exposure to adverse working conditions.
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 remote or hybrid schedule options available. Please note, that during the 65 working day probationary period, employees are required to report to campus.
Oakton Community College requires all employees to adhere to a Vaccination /Testing Mandate
For 50 years, Oakton Community College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.