Marketing Operations and Project Management Specialist

Arizona State University • Tempe, AZ

9d • Onsite

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 specialist manages multichannel marketing projects from intake through completion and administers marketing budgets through accurate tracking, reconciliation, and reporting. The role coordinates priorities, schedules, resources, approvals, vendors, and operational workflows across advertising, email, social media, web, creative, video, and print. It provides leadership with reliable information about project status, workload, spending, and risks, and helps teams work consistently across the institute.

The position is full time and based at ASU’s Tempe campus. Its salary range is $53,000–$58,500 annually, depending on experience within the posted range. The working environment is an environmentally controlled office setting. The role supports the Herberger Institute, which includes six schools, the ASU Art Museum, and the ASU FIDM Museum.

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.
• Ability to manage marketing and communications projects and coordinate priorities, schedules, resources, approvals, vendors, and workflows.
• Ability to administer marketing budgets and track, reconcile, and report financial information.

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 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, tracking 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, subject to unit or school discretion, including alternative work schedules.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level