Project Coordinator

Job Description

SUMMARY: The Project Coordinator is a position within the Queens University Office of Marketing and Communications (MarComm) that focuses on the day-to-day management of projects and related MarComm tasks. This person splits their time between project management (50-75%) and assisting with various MarComm projects (25-50%) that support the development, coordination, and execution of impactful marketing and communications initiatives.  

This detail-oriented person will manage all MarComm projects – including creative work (graphic design and photo/video work), marketing and enrollment-related projects, PR/communications work, and website projects – from inception to completion. This position oversees and manages project plans and timelines to support multi-channel initiatives for all marketing and communications efforts, ensuring proactive communication, great attention to detail, and proper attention to deadlines.  

While some remote work is possible, there is a preference for in-office availability on campus in Charlotte, NC. 

This is a full-time benefits eligible position that reports to the Graphic Designer. This position is exempt from the provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay or compensatory time off for additional hours worked. This position is not eligible for visa sponsorship.

Essential Duties and Responsibilities include:

Project Management (50-75%)  

 Work with the MarComm team to assign and prioritize multiple projects at a time, including forecasting, planning and assigning internal and external resources for all potential and active projects.  

• Oversee the full spectrum of the project management cycle and serve as initial point of contact for singular creative services job starts: 
• Manage project intake process including request forms and ensuring all information needed is provided by campus partner. 
• Upon initiation, manage the timeline of all project requests.  
• Communicate project details to campus partners. 
• Oversee multiple projects at once using Wrike (or similar) project management software and assign key milestones. 
• Establish production schedules and follow up to ensure jobs stay on track and within budget.  
• Facilitate revision process, and route copy, concepts, and printer proofs for internal approval signatures and signoff.
• Work with vendors and freelancers as needed. 
• Assist vendors with billing and invoicing. 
• Proofread, edit and fact check content to ensure adherence to institutional branding, university style and appropriate voice/tone as needed. 
• Deliver product to printers, partners or others as needed.  
• Proactively work with all Office of Marketing and Communications team members to communicate project status and scheduling. 
• Lead regular project meetings. 
• Manage production process for the Queens Magazine and oversee internal distribution to academic units and university departments.   
• Manage the creation of campus banners and scheduling.  
• Track invoices for freelancers, advertising agencies and other vendors. 
• Train staff on systems, including Wrike when necessary.  
• Ensure all projects consistently carry the Queens University brand. 

Other Duties (25-50%) 

• Manage/approve QNews (internal email) submissions and check for accuracy. 
• Manage/approve content for MyQueens intranet site including stories and other pertinent information that is relevant to Queens faculty and staff. 
• Update Marketing and Communications SharePoint site as needed.  
• Assist with copywriting for marketing materials as needed.  
• Assist with storytelling efforts including creation of news stories, student stories, social media content and similar platforms as needed.  

Non-Essential Duties

• Other duties and special projects may be assigned to meet department and university needs.

Qualifications

Experience, Knowledge & Skills Preferred

• Ideally, one to two years of marketing or project management experience.  
• Successful ability to prioritize numerous projects of various sizes simultaneously to achieve stated deadlines. 
• Confidence and comfort working with multiple departments, personalities and/or outside vendors or freelancers in order to complete projects on time and within scope.  
• Solid knowledge of or ability to learn the project management lifecycle, including experience leading all phases (initiation, planning, execution, closure, evaluation). 
• Loves to meet challenging deadlines. 
• Adaptability and flexibility in dealing with changing work assignments.  
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