Manages Marketing and Communications Departmentâ™s vendor contracts to ensure on time renewal and that contracts are consistently meeting department needs and University regulations.
Processes vendor payments and tracks departmental expenses with an eye towards accurate budget allocations and needs.
Provides guidance to those within the team around proper contract and payment processes. Understands accounting and contract procedures and University guidance, processes the appropriate payments, and recommends best practices for all vendor payments.
Manages and reconciles department budgets, providing monthly reports to senior leaders in organization. Flags areas of concern or opportunity to Sr. Director, Marketing and Operations.
Creates and manages comprehensive project timelines with a demonstrated understanding of project scope and requirements. Manages project deadlines and enforces work processes.
Monitors the general departmental inboxes. Responds to all inquiries demonstrating a solid understanding of department operations and capabilities. Routes emails to others as appropriate.
Acts as a point of contact for Chicago Booth for operational matters that understands the strategic value of working with marketing, best ways to partner and engage marketing, and guide our partners through this process.
Raises issues, as needed, about projects to operations team and advocates for responsible solutions to project problems.
Facillitates the running of weekly status meetings and helps resolve issues, identifying the most efficient path to resolution.
Assists in organization of new hire interviews and onboarding process that includes coordinating candidate interviews, new hire account access set ups, and seating arrangements.
Manages marketing computer asset inventory and telephone and connectivity issues.
Supports the department in the management of the marketing outsourcing program. Includes initiating project requests, facilitating communication between Chicago Booth and vendor, conducting QA on process and deliverables. Â
Manages production and distribution of select print publications, emails and assets associated with digital screens.
Provides administrative support to department through (including, but not limited to) management of mail, parking passes, supply ordering, facility issues, and office access. Includes facilitation of a hybrid working environment.
Assists Chief Marketing and Communications Officer (CMCO) as needed, including but not limited to calendar management.
Assists with planning and coordination of complex event and/or video shoots aspects including, but not limited to: attendee management, food and beverage, audiovisual equipment, and logistical arrangements.
Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
Performs other related work as needed.
Prior experience in an operations, office management or administrative position or role with similar responsibilities.
Background working in marketing or higher education.
Impeccable attention to detail.
Working knowledge in payment processing and budget reconciliation.
Skilled at working in demanding environments with high volume.
Demonstrated ability to understand priorities and adjust work and approach accordingly.
Poised and able to focus under pressure; able to work independently and in support of department goals.
A can-do attitude and problem solving mentality.
Active listener and facilitator of information.
â‹Creativity, resourcefulness and adaptability.â‹
Clear, concise and effective communications, verbal and written.
Cover Letter (required)
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