Administrative Assistant to the Vice President for Marketing and Communications

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Position Details

The Administrative Assistant to the Vice President for Marketing and Communications provides high-level administrative, operational, and analytical support to ensure the efficient and effective functioning of the Office of Marketing and Communications. This position supports the Vice President and marketing senior leadership team in managing day-to-day operations, coordinating civic and university partner engagement, maintaining divisional budgets and analytics, preparing board and cabinet materials, and tracking strategic priorities tied to institutional goals.
 

Duties and Responsibilities

Executive and Administrative Support

- Manage the Vice President’s daily calendar, appointments, and scheduling logistics with a high level of accuracy and confidentiality.

- Coordinate meeting preparation, including agendas, briefings, background materials, and follow-up actions.

- Anticipate information needs, prepare briefing materials in advance of meetings, and ensure the Vice President is thoroughly informed and prepared.

- Draft, edit, and proofread correspondence, memos, reports, and presentations for internal and external audiences.

- Manage travel arrangements, reimbursements, and procurement card reconciliations in compliance with university policies.

- Maintain organized digital and physical filing systems for correspondence, contracts, and institutional records.

- Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.

- Willingness to embrace new technologies and innovative organizational practices.

- Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office.

Budget and Operations

- Track and reconcile the division’s operating budget, including invoices, purchase orders, and vendor contracts.

- Prepare monthly budget and variance reports; assist with forecasting and resource planning.

- Liaise with Finance and Procurement on purchasing, compliance, and reporting needs.

- Support the Vice President in ensuring that fiscal and operational processes align with institutional priorities and policies.

- Assist in identifying process improvements and digital tools that enhance efficiency, tracking, and reporting accuracy across the division.

Board, Cabinet, and Institutional Reporting

- Assist in preparing executive-level reports and presentations for the President’s Office, Cabinet, and Board of Trustees.

- Compile divisional performance data and key performance indicators (KPIs) for monthly and quarterly review.

- Coordinate timelines, gather inputs from team leads, and ensure all reporting deliverables meet quality and accuracy standards.

- Support the creation of visually engaging presentations and dashboards that communicate outcomes and impact.

Public Affairs Support

- Provide project support senior leaders within the division as directed by the VP of Marketing and Communications.

- Assist with logistics, scheduling, and materials preparation for media relations, crisis communication, and public affairs initiatives.

- Support communications tracking and media monitoring efforts, ensuring follow-up and documentation of key outcomes.

- Help coordinate messaging, speaking engagements, and event preparation for university leadership and community representation.

- Maintain confidentiality and professionalism in handling sensitive institutional and media matters.

Civic and Community Partner Engagement

- Coordinate logistics and follow-up for the Vice President’s participation in civic, community, and industry partnerships

- Maintain a calendar of civic, donor, and community events where the Vice President or division is represented.

- Track engagements and ensure timely follow-up, briefings, and communications with external stakeholders.

- Support preparation of talking points, bios, and event summaries related to civic and community representation.

Strategic Initiatives and Project Tracking

- Support implementation and tracking of divisional strategic priorities and the Vice President’s 90-day and annual plans.

- Coordinate divisional planning and go