Project Coordinator for Communications
About The Position
The Communications Team in the Office of Undergraduate Admissions (OUA) manages all outgoing communications from the Admissions office. The project coordinator will provide overall organization and serve as the primary project coordinator for all projects undertaken by the Team. The project coordinator responsibilities include developing timelines for all communications projects and managing timelines so that projects are completed on deadline. Projects include print, email, website, social media, presentations, guidebooks, and platforms. This position will convene meetings of the Communications Team and of other Admissions members and university partners as appropriate for each project. In addition, this position will assist with other communications-related tasks including inventory management, data tracking and analysis, and CRM support. Understanding the team’s strategic direction and goals will be important so that this position can include these objectives as project timelines are established, meetings are convened, and other communications functions are completed. Acting as part of the Communications Team, this position requires writing and editing proficiency.
Requirements
- A bachelor’s degree from an accredited institution of higher education is required.
- At least one year of related work experience required.
- Proficiency in project management software is required.
- Familiarity with digital marketing tools and platforms (e.g., CMS, CRM, social media) required.
- Experience with the Microsoft Office suite required.
- Proficiency in writing, editing and proofing required.
- Strong professional organization skills and attention to detail required.
- Strong communication skills and comfort interacting with university partners and other professionals of all levels is required.
- Ability to work independently and as part of a team in a fast-paced environment required.
Nice To Haves
- Project management certification (CAPM or PMP) is preferred.
- Experience with Asana is strongly preferred.
- Proficiency with Slate and the Adobe suite preferred.
Responsibilities
- Schedule and organize project meetings, preparing agendas and taking detailed minutes
- Share out minutes from meetings, including next-step actions
- With other Communications Team members, develop project timelines
- Manage project timelines and information in the Asana project management tool, making appropriate task assignments and establishing due dates
- Track project milestones and deliverables, ensuring projects are progressing on schedule
- With leadership from other Communications Team members, communicate with project members as needed to ensure deadlines are met
- Serve as a point of contact for internal stakeholders involved in communications projects
- Help analyze project performance and gather feedback to improve future projects
- Maintain detailed project documentation and generate reports as needed
- Identify opportunities to streamline workflows and enhance the efficiency of the Communications Team
- Assist in developing and documenting standard operating procedures for project management and communication practices
- Coordinate the review and approval process for communications materials, ensuring consistency with Vanderbilt University’s brand guidelines.
- Support the functions of the Communications team, acting as a backup for other team members.
- May be called on to use Word, Excel, PowerPoint or other appropriate software.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
