Administrative Assistant (Department Coordinator Ii)

Department:
Location:
Belknap Campus
Time Type:
Full time
Worker Type:
Regular
Job Req ID:
R102240
Minimum Requirements:
HS or GED and two years of related experience, or an equivalent combination of education and experience.
Position Description:
This position will report directly to the Associate Director of Admissions, as a critical part of the admissions team. The Administrative Assistant will take part in each stage of the admissions publication process—from creating and facilitating print requests—to delivery and management of print inventory. This role also creates and maintains electronic mailings and queries, helps manage the admissions website, supervises the student assistant team, and provide support for all members of the admissions communication team.
The individual should have a background in marketing, writing and communications. The position requires strong interpersonal and written communications skills.
Essential Duties And Responsibilities

• Update and maintain all statistics in printed pubs, electronic comms and PPTs – work with IR and maintain yearly master list to ensure stats are correct across areas.
• Provide edits to publications.
• Manage ongoing/recurring mailing campaigns in Slate CRM.
• Ensure all requests are completed in a timely manner.
• Serve as liaison between campus vendors and admissions team.
• Supervise student assistants. Assign duties, monitor hours.
• Provide support to set up events and forms.
• Ensure all pages, forms and landing portals are up-to-date and accurate. Manage staff photo inventory and website photo content.
• Manage and evaluate internal publication request form.
• Maintain publication inventory – including all printed pieces, envelopes, letterhead. Assist with swag inventory when needed. Manage follow-up billing.
• Track communication interaction codes for printed mailings.
• Create and maintain student queries & send mailings.
• Coordinate publication request process.
• Send and monitor all text campaigns in Slate – respond to all requests in a timely manner or forward to appropriate staff members.
• Monitor campaigns for edits, changes, and completion.
• Create & maintain student publication instruction guide.
• Mange follow-up billing.
• Serve as front-line point person, submit all admissions print requests, work with design team, and Cannon Print shop.
• Follow print projects from development to completion – facilitate approval of all proofs and coordinate all deliveries.
• Manage admissions print processes.
• Assist with management of admissions website and make daily updates and changes.
• Provide administrative support to communications team.

Preferred Qualifications

• Experience with Adobe Creative Suite
• Experience in web content management
• Experience in CRM

Competencies

• Organized
• Project Management
• Interpersonal
• Flexible
• Teamwork

Target Compensation Maximum:
$24.97
Target Compensation Minimum:
$14.72
Compensation Will Be Commensurate To Candidate Experience.
Equal Employment Opportunity
The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.
Assistance and Accommodations
Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.
If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.