This position serves as the first point of contact for the Communications Department, providing support to the executive director, the associate director of communications, the associate director of web and digital strategy and the lead graphic designer. The support professional is responsible for daily maintenance of a complex department budget, management of vendor contracts, and providing customer support to both internal and external customers. A successful candidate will possess strong problem-solving skills, the ability to manage multiple tasks simultaneously, the ability to work independently while delivering excellent customer service.
Requisition ID:
Position Number: 00001519
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level B
Benefits: Full-time
Reports to: Executive Director of Communications and Marketing
Posting Opens:
Posting Closes:
- Serve as the first point of contact for the Communications Department.
- Act as the liaison for the department with students, employees, vendors, and community members.
- Demonstrate a working knowledge of college departments and services available for faculty, staff, students and the community.
- Greet visitors, students, members of the college and the public, and respond appropriately to requests made in person or via telephone or email, regarding the college, projects, events, etc.
- Implement, maintain, and verify a departmental budget of approximately $712,000, including the following responsibilities:
- Reconcile all fiscal transactions, ranging from Procards to vendor contracts, both within the college and external vendors.
- Ensures that departmental purchases and vendor contracts comply with the college purchasing policy and vendor requirements.
- Submit, monitor, and adjust blanket purchase orders as needed, providing justifications for all department activities.
- Monitor, reconcile, and audit the Communications Department and Web and Digital Strategy budgets, addressing any discrepancies within the college budget or vendor contracts.
- Make travel arrangements, and prepare, submit, and track expense reimbursements.
- Track receipts and reconcile budget for department Procards.
- This position is also responsible for the oversight of the Promise Zone and Lakeshore advertising budgets.
- Provide high-level administrative support to the executive director of communications and marketing, associate director of communications, associate director of web and digital strategy, and lead graphic designer.
- Assist the executive director and associate director of communications with scheduling needs, acting as the liaison for the department with internal and external customers.
- Maintain and provide support for critical department projects to ensure timelines are met.
- Regularly assist the associate director of communications with advertising, public relations, and communications projects, collaborating with campus clients and external vendors.
- Proof graphic design projects as requested.
- Create, manage, and distribute daily employee newsletter.
- Collect and edit employee submissions.
- Create and edit the newsletter in WordPress.
- Distribute the newsletter daily to all employees.
- Coordinating photo shoot logistics advertising campaigns.
- Responsible for managing all aspects of the college photo library collection in PhotoShelter and Google Drive, including:
- Manage logistics for employee headshot campaigns, including updating the individual webpages for each employee to ensure professionalism.
- Managing and maintaining all software used for photos, including sorting, naming, adding meta data, and uploading images.
- Create and distribute monthly GRCC events calendar to the communications department, president’s office and local media calendars.
- Manage the logistics for GRCC “letters”, banners, and step and stands for college events for Main campus, MTEC, and Lakeshore campus.
- Responsible for responding to emails that are sent to the communications@grcc.edu email box, which serves as the general college inquiry email.
- Accurately create, update or otherwise assist with, various department documents and project management tools.
- Regular attendance during scheduled hours is required. Being present is critical for performing the essential functions of this position.
- Maintain discretion when dealing with sensitive and/or confidential information, and maintain accurate files, records and office activities in strict confidence.
- Provide office management support to the communications department, including, but not limited to, file management, mail handling, and note taking.
- Edit department web pages as directed.
- Represent the department on college teams as needed.
- Possess excellent proofreading skills.
- Proficiency in G Suite, Microsoft Office, PeopleSoft Financial Services, Drupal CMS, PhotoShelter, and Print Shop Pro, with a willingness to learn to use new software as needed.
- Performs other related duties as assigned
JOB SPECIFICATIONS
Educational Credentials
Work Experience
- Minimum of three (3) years of relevant experience in executive support or office management role
Skills
- Excellent oral/written communication and interpersonal skills
- Have the aptitude for detail work, including record-keeping
Physical Demands
- Ability to sit for extended periods of time
Mental Demands
- Ability to adapt and work in a fast paced, team-based, collaborative environment
- Customer service-oriented, with the ability to relate well to a diverse array of campus clients, including faculty, staff and students
- Ability to work under pressure to meet deadlines
- Strong organizational skills to manage multiple projects at one time
- Proven analytical and problem-solving abilities
- Willingness to learn new skills by practicing quality improvement
- High level of creativity, energy, enthusiasm and motivation
- Must possess initiative and be able to work independently, making decisions as necessary
- Ability to use good judgment when handling confidential, or sensitive, college material
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work in a high traffic, indoor environment
- Ability to work in busy office with frequent interruptions