Marketing Project Specialist

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Queens University of Charlotte is a private, co-educational, Presbyterian-affiliated comprehensive university located in the heart of Myers Park in Charlotte, NC and is consistently ranked in the top tier of Southern Regional Masters Universities. The university has over 2,200 undergraduate and graduate students in programs offered six colleges/schools. Additional information about may be found at our website.

The Marketing Project Specialist is responsible for effectively and efficiently managing creative project workflow from inception to completion. This position oversees and manages project plans and timelines to support multi-channel initiatives for print and digital, ensuring proactive communication, attention to deadlines, proofreading and consistency across all projects. This position is exempt from provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay for hours worked above 40 in a single workweek.

Essential duties and responsibilities include:
• Work with creative services team to assign and prioritize jobs, forecast, plan and assign internal and external resources for all potential and active projects.
• Oversee full spectrum of the creative services project management cycle for integrated Admissions work and serve as initial point of contact for singular creative services job starts including the following;
– Upon initiation, manage the timeline of all print and digital design requests.
– Gather assets and administer the department’s electronic job-log system.
– Start design jobs using Basecamp project management software and assign key milestones.
– Establish production schedules, follow up to ensure jobs stay on track and within budget.
– Facilitate revision process, route copy, concepts and printer proofs for internal approval signatures and signoff.
– Work with vendors and campus clients on quotes and pricing, assist vendors with electronic billing system.
– Proofread, edit and fact check content to ensure adherence to institutional branding, university style and appropriate voice/tone.
– Deliver design jobs to printer, media or other recipient.
• Lead bi-weekly creative services status meetings, proactively communicate project status and scheduling
• Work closely with executive director of marketing to manage and execute traditional and digital advertising tactics including;
– Develop project timelines and assign project starts to graphic designers and writers.
– Traffic ads to media broker and digital marketing agency.
– Manage agendas and meeting notes for weekly status calls with digital marketing agency.
– Request and supply Queens’ quarterly analytics (web and admissions data) to digital marketing agency for inclusion in quarterly reports.
– Request POPs and analytics from media broker and manage the creation and distribution of monthly reports.
• Supervise marketing intern, who supports with light account management and maintains the campus banner schedule.
• Manage production for Queens magazine, oversee internal distribution to academic units and university departments.
• Manage creation of campus banners and scheduling.
• Track invoices for freelancers and advertising agencies, work with marketing intern to process.
• Spearhead functionality and serve as campus liaison for Portfolio digital asset management system.
• Train staff on project intake system, Basecamp and Portfolio when necessary.
• Ensure all projects carry Queens brand consistently.
Non-essential duties
• Other duties and special projects may be assigned by the VP of Enrollment Management and Marketing to meet department and/or university goals.
• Provide other marketing project support as needed.

Experience, knowledge and skills required:
• 3-4 years marketing or project management experience required, relevant experience in a project management role at an ad agency, marketing department or printing company preferred.
• Ability to successfully prioritize numerous projects of various sizes simultaneously to achieve stated deadlines.
• Confidence and comfort working with multiple departments, personalities and/or outside vendors or freelancers in order to complete projects on time and within scope.
• Solid knowledge of the project management lifecycle, including experience leading all phases (initiation, planning, execution, closure, evaluation).
• Loves to meet challenging deadlines.
• Adaptability and flexibility in dealing with changing work assignments.
• Excellent interpersonal, communication (both oral and written) and customer service skills that translate to all levels of management.
• Strong follow-up and follow-through skills with proven ability to deliver projects on time and within budget.
• High level of initiative, resourcefulness and the ability to work independently.
• Take personal ownership while going beyond assigned tasks to make a project better.
• Strong knowledge and demonstrated experience using all Microsoft Office products.
• Knowledge or ability to learn Basecamp project management software from 37-Signals (knowledge of comparable studio-management software helpful).
• Strong problem-solving skills and ability to consistently develop creative solutions.
• Outgoing personality and the ability to build and maintain positive working relationships.
• Proven ability to constructively challenge co-workers, clients and vendors to achieve stated objectives.
• Experience working with vendors and clients to negotiate optimal pricing for the university.
• Bachelor’s degree (or equivalent combination of education and experience) in related field is preferable.

Physical requirements (with or without reasonable accommodation):
• Visual abilities. Read reports, create presentations and use a computer system, 75‐100% of the time
• Hearing. Hear well enough to communicate with co‐workers, vendors and students, 75‐100% of the time.
• Dexterity, grasping, feeling. Write, type and use the telephone, copier and computer systems, 75‐100% of the time.
• Mobility. Kneel for physical inspection of storage areas, open files and operate office machines, move between departments and attend meetings across campus, 75‐100% of the time.
• Talking. Frequently convey detailed or important instructions and ideas accurately, loudly or quickly, 75‐100% of the time.
• Lifting, pulling, pushing. Exert up to 30 pounds for force occasionally and/or up-to 20 pounds of force frequently and/or up-to 10 pounds of force constantly to move objects. 50‐75% of the time.
• Cognitive/emotional. Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions, 75‐100% of the time.

Work conditions:
• Work in office environment, involving contact with faculty, staff, students, service providers and vendors.
• Work has deadlines, multiple interruptions, high volume and may be stressful at times.

Queens offers comprehensive benefits to eligible employees, including medical, dental and vision insurance, domestic partner benefits, defined contribution (matching) and supplemental 403(b) retirement plans, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced-cost meals at Morrison Dining Hall, employee assistance program (EAP), wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.

The above description is not intended to be an all-inclusive list of the duties and responsibilities of this positions, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended to describe the general nature of this position. The position will be removed from the website once an offer is extended and accepted or when a sufficient candidate pool is identified. Only candidates who best match requirements of job will be contacted. Due to limited staff resources, phone calls cannot be accepted or returned.

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