Marketing Operations and Project Management Specialist
About The Position
The Marketing Operations and Project Management Specialist manages the systems, projects, and financial administration that support the Herberger Institute for Design and the Arts Marketing and Communications team. Reporting to the Executive Director of Marketing and Communications, the position manages multichannel marketing projects from intake through completion and administers marketing budgets through accurate tracking, reconciliation, and reporting. The specialist coordinates priorities, schedules, resources, approvals, vendors, and operational workflows across advertising, email, social media, web, creative, video, and print. The position provides leadership with reliable information about project status, workload, spending, and risks and helps teams work consistently across the institute. The position is based at ASU’s Tempe campus. Work is performed in an environmentally controlled office setting and includes extended periods of sitting and computer use, as well as standing and walking. The role is full time.
Requirements
- Bachelor's degree and three years of experience appropriate to the area of assignment or field, or an equivalent combination of experience and/or training that provides comparable knowledge, skills, and abilities.
Nice To Haves
- Experience managing multiple concurrent marketing or communications projects from intake through delivery.
- Experience designing project intake, prioritization, workflow, approval, capacity-planning, and closeout processes.
- Experience administering and working with marketing, content-management, analytics, or digital-asset systems.
- Experience administering budgets, including commitments, accruals, forecasting, reconciliation, variance reporting, purchasing documentation, and fiscal-year close activities.
- Advanced spreadsheet and reporting skills, including formulas, pivot tables, data validation, and dashboards.
- Experience administering project- or work-management platforms.
- Experience coordinating purchase orders, invoices, contracts, scopes of work, and vendor relationships within established financial controls.
- Demonstrated ability to communicate project, capacity, spending, and risk information clearly and influence work across teams.
Responsibilities
- Manage marketing and communications projects from intake and scoping through scheduling, production, approval, launch, and closeout.
- Maintain the project portfolio, master production calendar, assignments, dependencies, and status reports; identify risks, delays, and resource conflicts and recommend next steps.
- Manage project intake and prioritization processes in partnership with the Executive Director and coordinate expectations with internal clients and project owners.
- Develop and maintain workflows, project templates, standard operating procedures, naming conventions, approval paths, shared resources, and project archives.
- Administer project-management and collaboration platforms, including templates, dashboards, user access, data quality, training, and adoption.
- Coordinate campaign production across advertising, email, social media, web, creative, video, print, and external partners; manage handoffs, specifications, reviews, and approvals.
- Administer assigned marketing budgets, maintaining accurate records of planned spending, commitments, actuals, accruals, available balances, and forecasts.
- Initiate and track purchase orders, invoices, purchasing-card documentation, contracts, and vendor records; reconcile transactions and resolve discrepancies with finance, procurement, vendors, and project owners.
- Prepare budget variance reports and maintain complete, audit-ready project and financial documentation.
- Support campaign and operational reporting, review work for required approvals and compliance, and train institute partners on marketing processes and tools.
Benefits
- Comprehensive package of affordable benefit plans and programs.
- Access to world-class educational opportunities at deeply discounted rates.
- Flexible work options under unit or school discretion, including alternative work schedules and potentially hybrid work with required approval.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
