Program & Office Coordinator

Company: University of Illinois at Chicago
Location: Chicago
Posted on: February 25, 2021

Job Description:

Publicity/Promotion Associate (Program & Office Coordinator) (Job ID #138903) Department: Center for Teaching Excellence Category: Location: Chicago Close Date: 11/25/2020 Shift: Days 37.5 Description: The Center for Teaching Excellence (CTE) at the University of Illinois at Chicago (UIC) invites applicants for a position of Publicity/Promotion Associate (Working title: Program & Office Coordinator). This is a full-time, benefit eligible position, with a start date of February 1, 2021. Salary range is from $45,000 - $55,000, commensurate with experience. The Program & Office Coordinator will report directly to the CTE Executive Director. Responsibilities include overseeing the scheduling needs of CTE staff, planning and arranging logistical support for CTE meetings and events, creating and distributing marketing materials, and implementing a comprehensive online communications strategy across multiple websites and social media platforms to promote all CTE programs, resources, services, and events. Through these efforts, the Coordinator will increase the visibility of the CTE at UIC, strengthen communication and relationships with instructors and campus partners, and promote participation in events and adoption of key services. Duties also include utilizing UIC ordering systems to process and receive orders, facilitating financial transactions, coordinating travel and other event details, and establishing/maintaining electronic filing systems and record-keeping protocols for CTE events and services.-- Duties:

• Contribute to the development of CTE online presence by maintaining CTE website, which includes, but is not limited to, updates to event calendar, resources, services, programs, and events; Proactively communicate with CTE team to coordinate updates to website content and formatting, ensuring alignment with program goals and that messaging encourages attendance or adoption of services by target audience(s); Work with the web developer(s) and graphic designer(s) to make major changes in website format and functionality.
• Promote CTE events by researching and identifying appropriate media platform (e.g., website, newsletter and/or listserv, email, social and print media) and marketing strategy for different audiences.
• Compose, edit, and proof all digital and print content and correspondence; Work closely with CTE staff to write/edit engaging and relevant copy and utilize design tools in creating and/or modifying content for all CTE communications and announcements promoting CTE programs, resources, events, and services; develop and execute marketing and communications campaigns to increase participation in programming and utilization of CTE resources and services.
• Maintain contact with instructors to solicit feedback and document unmet educational technology and other teaching support needs and problems as well as to provide updates on educational technology services and programming activities supporting instruction.
• Track website and social media statistics to inform recommendations for change in communication and marketing strategy.
• Coordinate logistics for CTE events (i.e. workshops, webinars, conferences) from inception to completion including, but not limited to: ordering of supplies, promotion and advertisement for the event, catering, conference location and reservations, pre/post meeting space management, audio/visual and technical requirements, and event close-out; Coordinate schedule with event lead during planning and attend CTE events as required to provide on-site events management and assist event lead; Plan itineraries and travel support for any out-of-town participants.
• Support evaluation and monitor ongoing impact of CTE programming by ensuring that all events have feedback strategy (exit slips or surveys) and that data from events including attendance information and participant feedback is consistently tracked, documented and digitally archived.
• Edit and convert photo/video from events into correct file formats (e.g., JPG, GIF, MLV, MP4, DVD, AVI, WebM, OGG) for posting to CTE media platforms or file sharing; Organize and archive photographic images and video files in shared CTE file system.
• Provide administrative support for the CTE through oversight of the day-to-day operations of the office including, but not limited to, maintenance of the physical space, supplies/inventory, and contact lists for CTE audiences and stakeholders (e.g., undergraduate students, graduate students, postdocs, faculty, partners outside UIC); Coordinate the professional activities and schedules of the CTE Executive Director and other designated CTE staff members; Plan and arrange logistics for in-person and videoconference meetings; Assist in arranging travel (hotel, airfare, etc.) for CTE staff and guest speakers; Organize, prepare, and distribute itineraries; Liaise with campus offices in the conduct of daily activities as necessary.
• Initiate procurements for goods and services required by the unit using established procedures and methods (such as iBuy, Travel and Expense Management, etc.), management of P-card and T-card, and payments such as honoraria in accordance with Business and Financial policies and procedures; Coordinate monthly with Faculty Affairs financial personnel to reconcile expenditures from CTE accounts.
• Establish digital record-keeping protocols, maintain filing systems for orders, reimbursements, and other financial transactions, and manage databases used by CTE for data collection, analysis and periodic reporting.
• Participate in grant proposal development and survey data entry; Keep informed of all CTE-associated grant activities to anticipate support needs; Assist with the preparation of documents and materials for submission of grant proposals and reports; Compile reporting information from project-specific personnel.
• Perform other duties as assigned. Qualifications: Minimum Qualifications:
  • Bachelor's degree in public relations, advertising, communications, or a related field.
  • One (1) year (12 months) of professional work experience in communications, promotions, public relations, advertising or event planning. *Note: Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience. Preferred Qualifications:
    • Experience in office administration at a higher education organization
    • Familiarity with university ordering systems for purchasing and other financial transactions.
    • Knowledge of university and departmental informational and service resources; ability to interact with various support units to produce desired information and/or results; skill in discerning applicability or correctness of information
    • Knowledge of university travel policies to advise CTE staff and visitors when initiating and completing travel-related transactions
    • Skill in using standard email and calendar applications (Outlook, Google mail), standard computer technology and software (Microsoft Word, Excel, and Powerpoint), social media applications (e.g., Facebook, Twitter, LinkedIn, Instagram, etc.), event planning tools (Google--forms), and marketing platforms (e.g., Mailchimp, Constant Contact, etc)
    • Detail-oriented in all verbal and written communications, contributions to planning and organizing meetings and events, and project support efforts
    • Excellent organizational skills; ability to establish and maintain coherent spreadsheets and filing systems for various projects and purposes; establishing work flow to accomplish programmatic objectives and aligning tasks and associated expenditures with budget allocation
    • Excellent interpersonal skills and ability to communicate effectively and cordially both verbally and in writing with diverse audiences including students, faculty, staff, and the public. Skill in using appropriate spelling, vocabulary, and grammar in all written communications. Skill in receiving and conveying accurate information in a timely and professional manner. English fluency.
    • Skill in working as part of a team, collaborating and maintaining cooperative working relationships with colleagues
    • Skill in working independently and completing assigned tasks with minimal oversight
    • Skill in time management, prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignments, pressures of deadlines, demands of competing requirements, and periodic heavy workload
    • Ability to perform assigned duties, utilizing a high degree of independence, maturity, sound judgment and creativity to identify and resolve problems
    • Demonstrated ability to be punctual and maintain a consistent work schedule
    • Ability to sustain an organized, clean, welcoming, and professional work environment
    • Ability to obtain, organize, curate and disseminate appropriate content electronically through email, internet, or other media
    • Ability to use common sense and reasonable judgement in decision-making, proactively consulting with supervisor as necessary; exhibit initiative, resourcefulness, and creativity in problem-solving
    • Ability to perform job duties with frequent interruptions, distractions, and changes in priorities
    • Ability to handle confidential material with discretion and to act on sensitive issues with tact and discretion
    • Ability to adhere to established university guidelines and procedures, following instructions designed to protect and ensure the safety of all university employees To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below. Please upload all valid certifications and transcripts within the document section of your online application. All civil service positions require an exam. The exam for this position is a Credentials Assessment. You will not be required to report in person for this exam. Credential Assessment Exam Scoring Information: You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume and/or college transcript will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.-- When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents. If a degree or college coursework is required, you must provide official transcripts. Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document. If your educational institution provides electronic transcripts, please have them sent to joannes@uic.edu. If your educational institution doesn't provide electronic transcripts, they must mail the transcripts to: University of Illinois at Chicago
      Recruitment and Staffing
      Human Resources Building Room 109
      715 S. Wood Street M/C 862
      Chicago IL 60612
      Attn: CD6223 - Publicity/Promotion Associate - JKN If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and--will be denied.-- For fullest consideration, the above mentioned requirements must be submitted no later than Wednesday, November 25, 2020. We appreciate your interest in employment at the University of Illinois at Chicago.-- The University of Illinois is an Affirmative Action/Equal Opportunity Employer. This position requires Illinois residency within 180 days of the hire date.
      The University of Illinois at Chicago is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.
      Offers of employment by the University of Illinois may be subject to approval by the University's Board of Trustees and are made contingent upon the candidate's successful completion of any criminal background checks and other pre-employment assessments that may be required for the position being offered. Additional information regarding such pre-employment checks and assessments may be provided as applicable during the hiring process. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit https://www.hr.uillinois.edu/cms/One.aspx?portalId=4292&pageId=1411899
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Keywords: University of Illinois at Chicago, Chicago , Program & Office Coordinator, Administration, Clerical , Chicago, Illinois