Req #: 238434

Department: ADVANCEMENT AND EXTERNAL RELATIONS

Appointing Department Web Address: https://www.uwb.edu/advancement and https://www.uwb.edu/marketing-communications (https://www.uwb.edu/advancement and https://www.uwb.edu/marketing-communications)

Job Location Detail: This position can be hybrid with 2 or 3 days remote possible.

Posting Date: 09/09/2024

Closing Info: To ensure consideration, Apply By 09/16/2024

Salary: $7,000 - $7,519 per month

Limited Recruitment: Open to UW Employees only

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Advancement and External Relations has an outstanding opportunity for a Program Manager of Marcomm Operations to join their team. DUTIES AND RESPONSIBILITIES Program and Project Management

• Maintain a clear understanding of all programs and projects operating under the Associate Vice Chancellor for Marketing & Communication’s purview in order to proactively and independently provide efficient program management, including coordinating with partners from across other UW offices.

• Manage day-to-day processes and team activities, including strategic planning, budget compliance, team development, efficient project management, calendar planning, deadline tracking and correspondence.

• Gather and report to AVC-MC on relevant industry and university news and information to work in collaboration with AVC-MC to make informed decisions and ensure smooth operation of the office, its programs and client services.

• Routinely evaluate and make appropriate strategic and operational improvements to the office’s core programs and projects.

• Assess and when possible independently address incoming client requests. As needed, make assignments to other marcomm staff, including website, design, videography and advancement writing projects and follow-up using the Asana project management system.

• Oversee special projects with responsibility for developing strategies, implementation plans and workflow procedures. Manage process for other special projects as assigned including brand identity initiatives such as staff onboarding, campus outreach, surveys, focus groups, public presentations, etc.

• Plan content, facilitate execution and continuously improve effectiveness of all marcomm-led meetings and retreats, including agenda setting and follow-up in collaboration with the AVC-MC. This includes the monthly marcomm meetings, the monthly story integration meetings, the monthly design/photo meetings, video and event planning meetings, the quarterly Communications Council meetings, and twice-annual marcomm retreats.

• Prepare and/or deliver strategic reports and program presentations, including those for the marcomm team, the Advancement division and UW Bothell’s Communications Council.

• Create ongoing inventory, assess marcomm team’s operational needs and manage budget for for all software, memberships and subscriptions. Serve as person-of-record on accounts as appropriate, serve as owner of all team passwords.

• Manage other ongoing data collection, inventories and program assessments as requested.

• Manage the process of staff recruitment to include orientation and onboarding in coordination with staff on the team of the vice chancellor for Advancement as well as in UW Bothell’s office of Organizational Excellence & Human Resources and in central UW Advancement’s People and Culture team.Website Services Management

• Serve as primary client representative for all website clients. Responsible for being first source of information and assistance with all website requests and projects. Craft and communicate policies, procedures and updates on work expectations, commitments and issues with primary editors and contributors in WordPress as well as other clients, partners and marcomm staff

• Oversee progress of staff assigned to each project, serving as a collaborator, information sources. Track and assess each project’s progress to completion, including direct follow-up with both clients and staff.

• Serve as a member of marcomm’s website team, participating in the weekly web development meetings and completing a variety of website tasks as assigned.

• Act as the Primary Editor in WordPress for marcomm websites and as a contributor other key “central instance” areas of the UW Bothell website, including the About webpages.

• Assess and handle (or assign to other staff) incoming requests for services or consultation, including but not limited to those sent to uwbweb@uw.edu. Maintain website projects database, keeping all client, budget and project information updated and using data to drive decision making for operational improvements and changes in services.

• Handle time-sensitive / quick turnaround requests and assignments in between web team meetings.Digital Communications Support

• Serve as the official UW Bothell representative responsible for various the efficient and effective operation of UW platforms such as central email marketing (currently Marketo) and the online calendar (Trumba). This includes managing and responding to requests for any new calendars or new email shells and lists.

• Monitor the status of UW Bothell Advancement webpages managed by other staff. Suggest and make needed updates or upgrades in consultation with them.

• Manage process for creation and distribution and use of website analytics reports.

• Manage the “In the Know” listserv, including information posts and maintenance of the membership.

• Create and maintain digital archive of key communications, including past issues of The Mailroom, select chancellor communications and other messages or publications as assigned.Other Duties as Assigned

• Serve as office and division representative on various UW and UW Bothell committees and groups.

• Other duties as assigned by the AVC-MC.

• Responsible for evaluating and making appropriate policy and otjer operational improvements to the office’s core programs and projects.

• Manage and handle incoming client requests; make and follow-up on staff assignments including website, design, videography and advancement writing projects using the Asana project management system. MINIMUM REQUIREMENTS

• Bachelor’s degree in communications, Marketing, Business Administration, Public Relations, or a related field and at least four years of progressively responsible experience in program or executive support. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Exercise a high degree of discretion and independent judgment in communicating to all parties.

• Demonstrated organizational proficiency and excellent interpersonal skills; must be able to work successfully in a team environment as well as independently.

• Strong writing, editing, presentation and other communication skills, including ability to communicate and work appropriately with internal and external constituencies.

• Demonstrated self-starter and able to manage competing priorities based on knowledge of executive or team needs.

• Ability to work in an organized and professional manner under multiple deadlines and stressful situations; uphold the professional protocol set by the office and handle sensitive information in an appropriate manner.

• Ability to problem solve, be detail oriented, take initiative, anticipate need and manage multiple projects.

• Program supervisory experience.

• Experience with Microsoft Office Suite, Sharepoint, MSTeams, WordPress, Asana and various social media platforms. DESIRED QUALIFICATIONS

• Experience in nonprofit or higher education environment

• Knowledge of the University of Washington

• Staff supervisory experience

• Experience with Marketo, Trumba, Trello, Site Improve, Google Looker Studio, Adobe Creative Suite and WorkDay. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.