"Communications and Operations Associate - Learning Commons"

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of approximately 17,000 students in nine schools and colleges across three campuses. Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

The Learning Commons at the University at Albany seeks to hire a Marketing and Operations Associate. In this position, the Marketing and Operations Associate will oversee communications, marketing/social media, content creation, and engagement strategies to promote student success and resource awareness. They will hire, train, and supervise student assistants, coordinate and manage events, and collaboratively manage facilities and inventory. In collaboration with Learning Commons colleagues, this role ensures the Learning Commons is organized, operational, and welcoming.

The Learning Commons at the University at Albany is a dynamic environment that supports student success and is a central hub for a wide range of academic success programming. These include Enrichment Programs, Online Tutoring, Supplemental Instruction (SI), peer tutoring, STEM Tutoring (UUNI 90), UUNI-350: Peer Tutor Training, UUNI-498: STEM Tutor Training, study strategies, learning resources, information, and referral.

Primary Responsibilities:

• Marketing and Social Media
  • Develop and manage a social media calendar for the Learning Commons.
  • Produce Learning Commons orientation videos.
  • Design and update marketing materials, including flyers, brochures, and handouts.
  • Engage in networking and collaboration with campus marketing professionals to refine Learning Commons promotional strategies.
  • Manage Learning Commons Instagram and TikTok accounts, growing engagement through consistent posting and content strategies.
• Student Personnel Management
  • Collaborate with colleagues to post jobs for work-study and non-work-study students.
  • Hire, train, evaluate, and supervise 8-10 student assistants.
  • Monitor and approve timesheets for student assistants.
  • Develop and maintain a Student Assistant handbook in collaboration with the Director.
  • Coordinate monthly staff meetings for student assistants, ensuring a collaborative and engaging team environment.
• Event Planning
  • Plan Learning Commons events, developing annual programming schedule, tracking attendance, and incorporating feedback to optimize engagement in future activities.
  • Manage Learning Commons event postings in MyInvolvement.
  • Coordinate Learning Commons participation in campus-wide tabling events (e.g., Accepted Student Open House) and collaborate with campus departments to enhance outreach efforts.
  • Serve as a key contact for campus events promoting the Learning Commons programs, services, and student employment opportunities.
  • Organize community initiatives, such as donation bins and volunteer days, to foster team bonding and support local organizations.
  • Collaborate with campus partners to enhance event participation and community outreach.
  • Participate in tabling events for new student orientations.
• Facilities Management and Records
  • Serve as liaison to campus facilities office.
  • Schedule and oversee lobby door access using the EMS system.
  • Manage records retention, including discarding outdated materials and shredding documents.
  • Oversee scheduling of the Learning Commons conference room.
  • Maintain cleanliness and organization of group study rooms and front lobby.
  • Create a welcoming and interactive Learning Commons environment.
• Financial Management
  • Work with Learning Commons Business Manager to coordinate purchasing, expense disbursements, and inventory tracking.
  • Work with the Director to develop UAS grant applications, including program calendars and budgets based on prior year activities.
  • Manage UAS grant budgets, track spend rate and ensure expenditures are appropriate for the grant.
  • Maintain an Excel spreadsheet with promotional items for future purchases.
  • Process financial transactions for event-related purchases and grant disbursements.
• Other reasonable duties as assigned

Functional and Supervisory Relationships:

Reports to the Director of the Learning Commons and HHMI STEM. Supervises undergraduate student assistants.

Job Requirements:

• Ability to manage multiple projects and prioritize competing demands
• Ability to work independently and collaboratively as part of the Learning Commons team
• Ability to collaborate constructively with campus partners, including undergraduates, graduate students, lecturers, faculty, and staff.
• Excellent organizational and analytical skills
• Strong written and oral communication skills and attention to detail

Requirements:

Minimum Qualifications:

• Bachelor's degree in education, business, communication, or a related field from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Experience in facilities management, inventory oversight, and/or budgeting
• Experience in data analysis, marketing, and/or content creation
• Experience in social media management and event planning
• Experience collaborating with multiple partners, particularly in a university setting
• A demonstratable commitment to promoting and enhancing diversity, equity, and inclusivity
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Demonstrated experience and ability to hire, train, and supervise undergraduate students
• Experience with scheduling, financial tracking, and/or digital media tools
• Experience working with a diverse student population

Working Environment:

Typical office environment. On-campus mobility, self-propelled or assisted. Occasionally lift/carry/push/pull objects that weigh up to 25 pounds. Occasional evenings and weekends may be required for events and special projects.

Professional Rank and Salary Range: SL2, Community Relations Associate, $51,261. Visa sponsorship is not available for this position.