Project & CRM Operations Specialist - Office of Communications for Enrollment Management (OCEM)

University of Illinois Urbana-Champaign•Urbana, IL

18d•Hybrid

About The Position

The Project & CRM Operations Specialist coordinates the operational execution of projects and communications for the Office of Communications for Enrollment Management (OCEM), from intake through completion. The position manages project workflows, coordinates production and vendor needs, supports measurement and reporting, executes communications and processes within Slate, and maintains office documentation and shared resources. The role is also OCEM’s primary purchasing card holder and helps ensure work is well-defined, aligned with priorities, completed on time, accurately executed, and consistently documented. The position follows a hybrid schedule, with regular in-person work Tuesday through Thursday and remote work Monday and Friday. In-person availability may be required on any weekday, including remote-work days, to meet operational and production needs. Occasional evening and weekend work may be required. The role requires transporting, setting up, breaking down, and handling multimedia production equipment and other materials weighing up to 20 pounds. This is a 100% full-time Civil Service 5002 - Program Coordinator position. The expected start date is as soon as possible after the search closes. The annual salary range is $45,000 to $47,500. The position is not eligible for work-authorization sponsorship. The University of Illinois Urbana-Champaign offers benefits including health, dental, vision, and life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents.

Requirements

Bachelor’s degree.
One year (12 months) in education, training, and/or work experience in project management, administrative operations, and/or related operational support. A master’s degree in an area consistent with the position’s duties may substitute for one year of work experience.
Demonstrated experience coordinating projects and/or administrative activities, organizing information, and/or using digital tools to support operational processes.
Ability to organize, coordinate, and track multiple projects and responsibilities simultaneously.
Strong organizational skills and attention to detail, including the ability to maintain accurate records and well-organized information systems.
Ability to communicate clearly and effectively with colleagues, campus partners, and external vendors.
Proficiency with digital tools and ability to learn new software, systems, and processes.
Ability to identify workflow needs, solve problems, and support efficient and consistent operations.
Ability to transport, set up, break down, and handle multimedia production equipment and other materials weighing up to 20 pounds.
Availability for in-person work as needed on any weekday, including scheduled remote-work days; occasional evening and weekend work may be required.

Nice To Haves

Experience in a related field, including project coordination, communications, marketing, administrative operations, higher education, and/or undergraduate recruitment.
Experience working at the University of Illinois Urbana-Champaign or in a comparable higher education environment.
Experience with a customer relationship management (CRM) system, preferably Slate.
Experience coordinating vendors, purchasing activities, events, or production logistics.

Responsibilities

Manage project intake and ensure requests include objectives, scope, audiences, deliverables, timelines, and other necessary information.
Coordinate and track projects from intake through completion, maintaining project statuses, milestones, deadlines, and deliverables.
Route and prioritize work within OCEM workflows and help align projects with unit priorities and goals.
Coordinate schedules, meetings, approvals, and other project needs with teammates and stakeholders.
Identify potential delays, dependencies, and bottlenecks, escalating issues when needed.
Close completed projects and ensure final deliverables, results, and documentation are recorded and archived.
Coordinate collection of project and campaign metrics and support regular reporting and sharing of results.
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 for accuracy and functionality before launch.
Maintain organized communications, templates, folders, events, and other Slate assets; troubleshoot routine issues and coordinate resolution.
Maintain documentation and follow established standards for CRM operations.
Serve as OCEM’s primary purchasing card holder and make and document authorized purchases in accordance with university policies and procedures.
Maintain purchasing records, receipts, reconciliations, and supporting documentation.
Coordinate external vendors for printing, mailing, promotional materials, and other products and services; manage quotes, specifications, schedules, proofs, deliverables, and 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.
Help identify, schedule, and coordinate students, faculty, staff, and other participants for photo and video productions.
Track expenditures and support inventory management as needed.
Steward OCEM documentation centers, shared files, and knowledge resources; develop and maintain clear organizational structures for files, documentation, templates, and shared resources.
Establish and document conventions for file organization, naming, storage, archiving, and related practices.
Review shared documentation spaces to keep information current, organized, accessible, and easy to navigate; help teammates find authoritative information and understand where resources belong.
Archive or remove outdated and duplicate materials in accordance with applicable records-management practices.
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 consistent project management and operational practices.
Collaborate with teammates to improve tools, processes, and systems that increase efficiency and reliability.