Oregon State University Foundation
Coordinator, Marketing
Oregon State University Foundation, Corvallis, Oregon, United States, 97333
Description
The OSU Foundation leads fundraising and alumni engagement efforts for Oregon State University. The Foundation's Marketing and Communications team creates experiences, tells stories and builds communities that inspire alumni, donors and friends to join OSU in making the world a better place.
Reporting to the Assistant Vice President, Marketing and Communications, this position provides administrative and project management support for the Foundation's marketing and communications team. The accountabilities for this position are detailed below.
Work Location
The work location for this position is the Corvallis, Oregon, office.
The Foundation offers a program called Core Days, our hybrid approach combining remote and in-office workdays. Generally, Foundation employees have the option to work remotely on Monday and Friday, and in office on Tuesday, Wednesday and Thursday, unless unit-based work requirements dictate otherwise. Due to the nature of the work, this position will be required to occasionally be in office on Mondays and Fridays.
Key Partners
- The key working relationships for this position include:Other coordinators and administrative support staff throughout the organization.Members of the OSUF Foundation's finance and advancement services teams.Key internal "clients" who rely on the services of the central marketing and communications team, including annual giving, alumni engagement, etc.Measures of Success
Project Management: Working closely with the department's Assistant VP and Sr. Director, maintain the team's project management system to ensure consistent use across team members as a proactive tool for tracking complex action items and due dates.Marketing and communications: Ensure administrative needs are met and provide exceptional customer support to internal and external clients, including vendors.Administration: Proactively improve department administrative efficiencies and document team-specific processes to be used as onboarding and cross-training tools.Major Duties
Project Management :
Maintain department's project management system, enter new projects into the system and provide reminders and alerts to keep projects on task and key partners informed of project milestones.Develop and continuously refresh templates and checklists used by team members for project management.Schedule and staff project kickoff, brainstorming and logistics meetings.Organize and maintain the team's SharePoint sites and other shared resources.Marketing and Communications Coordination :
Build emails within the Foundation's email marketing platform.Prepare reports and mailing lists for digital and print marketing campaigns.Assist in preparing mass communications, ranging from mail merges with variable data to bulk emails.Assist in maintaining the OSU Foundation & Alumni Association web site.Oversee contracts, ad submissions, billing and other customer relations with advertisers in the Oregon Stater, our alumni magazine.Perform data entry to track marketing efforts on the organization's CRM.Compose routine business correspondence for internal and external audiences.Maintain and assist colleagues in the use of the organization's standard templates for business communications, presentations, etc.Coordinate interviews and photo and video shoots for staff, freelancers and other vendors with students, faculty and donors.Share ideas and implement changes for streamlining processes and increasing efficiencies.General Administrative Support :
Schedule internal and external meetings, secure meeting space, coordinate videoconferencing, order food and beverages, distribute agendas and materials, take minutes and coordinate follow up as needed.Arrange staff travel, including bookings and reimbursements.Proactively manage senior department leaders' calendars.Perform administrative work related to the management and tracking of budgets, including the timely preparation of reimbursement requests, vendor contracts and payments and credit card reconciliation.Perform other duties as assigned.Required Knowledge, skills and abilities
Comprehensive knowledge or understanding of:
Project management software, tools and strategiesMicrosoft Office products, especially Excel, Word, PowerPointCustomer Relationship Management (CRM) databasesTracking and managing budgetsProven skill in:
Excellent written and verbal communication skills for both internal and to external audiencesExceptional organizational skills in planning and prioritizing multiple deadline-driven projectsExcellent phone and email skills for communicating the purpose and details of requests to internal and external partnersDemonstrated ability to:
Work in a high-paced deadline-driven environmentComplete tasks independently, in a timely and accurate fashionExtend exceptional and courteous customer service to all internal and external constituentsHandle interpersonal relationships maturely, thoughtfully, and empathetically, including the ability to work with individuals from diverse backgroundsEagerly learn and master new software, databases and digital technologiesMaintain the highest level of discretion and confidentiality at all timesMinimum Qualifications
Bachelor's degree and three years of experience as an administrative assistant or in a position providing project management/coordination support, or related administrative experience using similar knowledge skills or abilities. Valid Oregon driver's license required. Education and experience equivalencies will be considered.
Core Values
We strive to be one of the best places to work in the country. We know that our success depends in large part on the people who carry out our mission. It's what we do -and how we do it -- that makes the difference. Our core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.
collaborative • productive • respectful • bold • inclusive • creative
What We Offer:
Competitive Compensation : $45,000 annually
FLSA Status : Non Exempt
Comprehensive Benefits:
A comprehensive total compensation package, which includes :
A monthly employer contribution towards benefits which covers the full cost of group benefits for an employeeA monthly employer match to a health savings accountAn impressive 17% employer contribution to retirement plan (based on qualified earnings)Core Day work schedule - Work from home Monday and Friday, in office on Tuesday, Wednesday and ThursdaysA generous Paid Time Off (PTO) programFlex Work Program during Summer months which included reduced work hours, two weeks of work from anywhere, and a 30-day sabbatical for eligible employeesA robust Educational Assistance programTwo exceptional employee discount programs
Professional Growth:
At OSU Foundation, we believe in investing in our employees' development. We provide ongoing training and opportunities for advancement.
Innovative Work Environment:
Join a team of talented professionals in a stimulating and collaborative work atmosphere.
The OSU Foundation leads fundraising and alumni engagement efforts for Oregon State University. The Foundation's Marketing and Communications team creates experiences, tells stories and builds communities that inspire alumni, donors and friends to join OSU in making the world a better place.
Reporting to the Assistant Vice President, Marketing and Communications, this position provides administrative and project management support for the Foundation's marketing and communications team. The accountabilities for this position are detailed below.
Work Location
The work location for this position is the Corvallis, Oregon, office.
The Foundation offers a program called Core Days, our hybrid approach combining remote and in-office workdays. Generally, Foundation employees have the option to work remotely on Monday and Friday, and in office on Tuesday, Wednesday and Thursday, unless unit-based work requirements dictate otherwise. Due to the nature of the work, this position will be required to occasionally be in office on Mondays and Fridays.
Key Partners
- The key working relationships for this position include:Other coordinators and administrative support staff throughout the organization.Members of the OSUF Foundation's finance and advancement services teams.Key internal "clients" who rely on the services of the central marketing and communications team, including annual giving, alumni engagement, etc.Measures of Success
Project Management: Working closely with the department's Assistant VP and Sr. Director, maintain the team's project management system to ensure consistent use across team members as a proactive tool for tracking complex action items and due dates.Marketing and communications: Ensure administrative needs are met and provide exceptional customer support to internal and external clients, including vendors.Administration: Proactively improve department administrative efficiencies and document team-specific processes to be used as onboarding and cross-training tools.Major Duties
Project Management :
Maintain department's project management system, enter new projects into the system and provide reminders and alerts to keep projects on task and key partners informed of project milestones.Develop and continuously refresh templates and checklists used by team members for project management.Schedule and staff project kickoff, brainstorming and logistics meetings.Organize and maintain the team's SharePoint sites and other shared resources.Marketing and Communications Coordination :
Build emails within the Foundation's email marketing platform.Prepare reports and mailing lists for digital and print marketing campaigns.Assist in preparing mass communications, ranging from mail merges with variable data to bulk emails.Assist in maintaining the OSU Foundation & Alumni Association web site.Oversee contracts, ad submissions, billing and other customer relations with advertisers in the Oregon Stater, our alumni magazine.Perform data entry to track marketing efforts on the organization's CRM.Compose routine business correspondence for internal and external audiences.Maintain and assist colleagues in the use of the organization's standard templates for business communications, presentations, etc.Coordinate interviews and photo and video shoots for staff, freelancers and other vendors with students, faculty and donors.Share ideas and implement changes for streamlining processes and increasing efficiencies.General Administrative Support :
Schedule internal and external meetings, secure meeting space, coordinate videoconferencing, order food and beverages, distribute agendas and materials, take minutes and coordinate follow up as needed.Arrange staff travel, including bookings and reimbursements.Proactively manage senior department leaders' calendars.Perform administrative work related to the management and tracking of budgets, including the timely preparation of reimbursement requests, vendor contracts and payments and credit card reconciliation.Perform other duties as assigned.Required Knowledge, skills and abilities
Comprehensive knowledge or understanding of:
Project management software, tools and strategiesMicrosoft Office products, especially Excel, Word, PowerPointCustomer Relationship Management (CRM) databasesTracking and managing budgetsProven skill in:
Excellent written and verbal communication skills for both internal and to external audiencesExceptional organizational skills in planning and prioritizing multiple deadline-driven projectsExcellent phone and email skills for communicating the purpose and details of requests to internal and external partnersDemonstrated ability to:
Work in a high-paced deadline-driven environmentComplete tasks independently, in a timely and accurate fashionExtend exceptional and courteous customer service to all internal and external constituentsHandle interpersonal relationships maturely, thoughtfully, and empathetically, including the ability to work with individuals from diverse backgroundsEagerly learn and master new software, databases and digital technologiesMaintain the highest level of discretion and confidentiality at all timesMinimum Qualifications
Bachelor's degree and three years of experience as an administrative assistant or in a position providing project management/coordination support, or related administrative experience using similar knowledge skills or abilities. Valid Oregon driver's license required. Education and experience equivalencies will be considered.
Core Values
We strive to be one of the best places to work in the country. We know that our success depends in large part on the people who carry out our mission. It's what we do -and how we do it -- that makes the difference. Our core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.
collaborative • productive • respectful • bold • inclusive • creative
What We Offer:
Competitive Compensation : $45,000 annually
FLSA Status : Non Exempt
Comprehensive Benefits:
A comprehensive total compensation package, which includes :
A monthly employer contribution towards benefits which covers the full cost of group benefits for an employeeA monthly employer match to a health savings accountAn impressive 17% employer contribution to retirement plan (based on qualified earnings)Core Day work schedule - Work from home Monday and Friday, in office on Tuesday, Wednesday and ThursdaysA generous Paid Time Off (PTO) programFlex Work Program during Summer months which included reduced work hours, two weeks of work from anywhere, and a 30-day sabbatical for eligible employeesA robust Educational Assistance programTwo exceptional employee discount programs
Professional Growth:
At OSU Foundation, we believe in investing in our employees' development. We provide ongoing training and opportunities for advancement.
Innovative Work Environment:
Join a team of talented professionals in a stimulating and collaborative work atmosphere.