Program Development and Logistics Specialist - Strategic Communications and Marketing at University of Illinois in Urbana, Illinois

Job Description:

Program Development and Logistics Specialist
Strategic Communications and Marketing

Strategic Communications and Marketing (StratCom) shares the stories of the University of Illinois Urbana-Champaign with the state of Illinois, the nation and the world. We communicate through speeches, stories, news releases, images, videos, design, events, and technology. Our mission is to help others tell the story of Illinois through tools, training support and services to communications professionals across campus.


As the campus-level strategic communications and marketing unit, we lead the university brand, manage the university's website, oversee university-wide announcements, manage social media presence and respond to national surveys, in addition to a wide array of special projects. For more than 150 years, the University of Illinois Urbana-Champaign has unlocked the power within people to change the world, and we have ambitious goals that can only be achieved by working together - including how we communicate who we are. A unified brand elevates our university, showcases our unique personality and responsibly stewards our resources.



Job Summary

The position is responsible for overseeing and managing workflow processes for the brand calendar and the implementation projects. The employee will ensure the smooth planning, organization and execution of workshops and logistics, as well as handle administrative support tasks and documentation responsibilities. This role also supports communication and collaboration among team members and stakeholders to ensure the successful completion of strategic initiatives.



Duties & Responsibilities



Program & Project Development
• Use Airtable and meeting notes to initiate new projects.
• Run biweekly meetings to monitor progress and project manage new projects to completion.
• Work with cross-functional teams to help move projects forward efficiently and strategically.
• Provide metrics on the progress and completion of projects regularly.
• Support agenda preparation and ensure permission release forms are sent and completed for presenters.
• Assist in running meetings and ensure smooth coordination of logistics.


Logistics and Coordination
• Plan and launch programming.
• Organize and host brand implementation and ambassador workshops.
• Confirm availability of hosts, presenters, and video teams for workshops (for in-person events).
• Make room reservations for in-person workshops and regularly communicate with building managers.
• Create registration forms and coordinate branded merchandise orders, tracking inventory.
• Provide support on workshop days by preparing supplies and occasionally assisting onsite.
• Coordinate office hours through Microsoft Bookings.
• Manage the Full List of Brand Platform logistics and oversee contests and internship programs.
• Serve as the main point of contact for workshop presenters and hosts, coordinating schedules, talent release forms, and agenda items for meetings.
• Create and distribute thank-you notes to hosts and presenters and ensure post-event tasks (e.g., video uploads) are completed.
• Share updates and provide assistance on various tasks, including posting workshop materials and videos to Canvas and MarCom Teams.



Minimum Qualifications



• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience working on complex projects (e.g., maintaining processes and documentation).



Preferred Qualifications



• Experience within or familiarity with the marketing-communications operations, policies and practices at the University of Illinois at Urbana-Champaign or any member institution in the University of Illinois System.
• Familiarity with Airtable and similar project management tools.
• Understanding of brand concepts and their implementation.



Knowledge, Skills and Abilities

• Strong communication and collaboration skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and manage multiple priorities effectively.
• Proficient in project management and maintaining task workflows.
• Ability to work independently with minimal supervision and manage complex scheduling and logistics.
• Experience with administrative tasks, coordination, and supporting internal teams.

Appointment Information



This is a 50%-time Civil Service Business Administrative Associate position, appointed on a 12-month basis. The budgeted salary range for this position is $25,000 - $28,899. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.


For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .


Applications must be received by 6:00 pm (CST) on Tuesday, November 26, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Upload your cover letter, resume, and names/contact information for three references. Immigration sponsorships are not available, and this position requires residency in the State of Illinois within 6 months of hire.



To be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Pam Steele pamw@illinois.edu. For questions regarding the application process, please contact 217-333-2137.


The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .


Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .



Requisition ID: 1027633
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu


Apply Now