Workflow Manager

MSU Alumni Foundation • Bozeman, MT

7d • Onsite

About The Position

The Workflow Manager (“Manager”) of the Montana State University Alumni Foundation (“Alumni Foundation”) serves as the central coordinator for projects managed by the Strategic Communications team in support of the Alumni Foundation's mission and strategic priorities. This role oversees the intake, prioritization, scheduling, and execution of communications-related projects requested by Alumni Foundation departments, including Development, Annual Giving, Donor Relations, Alumni Engagement, and Alumni Foundation leadership, as well as Montana State University (“MSU”) communications-related requests.
This role is the central hub of communication between departmental teams—keeping timelines on track, resources aligned, and deadlines met. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven environment.
This position reports to the Assistant Vice President of Creative Services as part of the Strategic Communications team.

Requirements

• 2 – 5+ years in a workflow, project management, or advertising agency (or other complex organizations) operations role.
• Strong understanding of agency workflows (creative, production, media).
• Exceptional organizational and multitasking abilities.
• Proven ability to manage multiple projects simultaneously.
• Strong communication and interpersonal skills.
• Ability to remain calm and solution-oriented under pressure.
• Close attention to detail and follow-through.
• Strong problem-solving and decision-making skills.
• Strong interpersonal skills to diplomatically manage workflow production.

Nice To Haves

• Experience with project management tools (Workfront, Asana, Monday.com, Trello).

Responsibilities

• Serve as the primary point of contact for Strategic Communications project requests submitted by Alumni Foundation departments.
• Serve as the informational point of contact for Strategic Communication’s communications requests submitted by MSU departments.
• Manage intake and prioritization of communications-related projects, including gathering project requirements, objectives, audiences, timelines, and deliverables.
• Prioritize work based on strategic importance, fundraising objectives, organizational priorities, and team capacity.
• Ensure requests are appropriately assigned and scheduled within the Strategic Communications workflow.
• Oversee the progression of communications projects through strategy, writing, design, review, approval, production, and delivery.
• Maintain visibility into all active communications projects and competing priorities.
• Ensure all work progresses smoothly and on time through each stage.
• Identify bottlenecks and proactively resolve workflow challenges.
• Ensure stakeholders understand project status, timelines, review responsibilities, and approval deadlines.
• Monitor project milestones and ensure adherence to deadlines.
• Communicate timeline updates, delays, or risks to stakeholders quickly.
• Support teams in meeting deadlines while balancing organizational priorities.
• Help allocate (in conjunction with Strategic Communications Assistant Vice Presidents), work based on team capacity, expertise, and strategic priorities.
• Monitor workload across departments and identify opportunities to improve efficiency.
• Recommend adjustments to timelines, resources, or processes when necessary.
• Collaborate with leadership to ensure resources align with Alumni Foundation objectives.
• Coordinate the production and delivery of work involving printers, designers, mail houses, agencies, and other vendors.
• Manage timelines, approvals, and deliverables with external partners.
• Ensure final products meet organizational standards, project objectives, and deadlines.
• Develop best practices that enhance collaboration, transparency, and efficiency across the Alumni Foundation.
• Maintain project management systems, documentation, calendars, and workflow tools.
• Continuously evaluate and improve project intake, workflow, approval, and communication processes.
• Serve as the central point of contact for project status across departments.
• Facilitate regular project meetings, production check-ins, and workflow planning sessions.
• Foster collaboration between departments to ensure clear expectations, accountability, and successful outcomes.
• Affect and maintain a professional, proactive, positive, highly collaborative, and performance-centric work environment.

Benefits

• medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage)
• 403(b) retirement plan with 7% employer contribution after 1-yr anniversary
• up to 5 weeks’ paid time-off
• 11 paid holidays
• tuition assistance

What This Job Offers

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