"Project Management Coordinator"

Project Management Coordinator

Company: The University of Arizona

Job Location: Tucson, 85724

Category: Communications, Marketing, and Public Affairs

Type: Full-Time

Posting Number: req25486

Department: Marketing & Brand Management

Location: Tucson Campus

Address: Tucson, AZ USA

Position Highlights

The Project Management Coordinator is responsible for coordinating project workflows for the Marketing and Communications Division (MCDV). In this highly collaborative role, the Coordinator will organize day-to-day operational activities for divisional projects including receiving project requests through intake, setting up projects in Monday.com and initializing kickoffs, as well as managing communications with and among teams to guide project progress, keeping projects reflective of updates, and maintaining project folders on Box. The coordinator will be a team resource for navigating Monday.com and will work closely with the Director of Media Technology to ensure Monday.com remains a helpful tool for project management.

Reporting to the Executive Director of Campus Brand Engagement, this highly collaborative role requires basic marketing knowledge and experience working in a project management system (such as Monday.com), complemented by strong process and organization skills.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Divisional Project Management:

• Be the point of contact to receive and review new project requests coming through intake, email, and/or direct outreach, ensuring all required information is collected through an intake form.
• Set up projects in project management system (Monday.com) by selecting the correct workflow/template, set up project folders in Box using the established folder organization and naming conventions.
• Meet with project stakeholders to get projects on the larger agenda, set up kick offs with smaller teams to ensure assignments are made and timelines can be aligned or adjusted according to team bandwidth.
• Communicate, track, capture project updates in team meetings and project management system (Monday.com).
• Maintain updated deliverables lists, keeping project in scope and an exhaustive record of project output.
• Close projects with consistent practices (schedule "After Action" meetings when needed, ensure all final files archived, final deliverables list, any estimates/invoices files). Initiate projects for planned refreshes when appropriate.

Project Management Software:

• Stay up to date on project management system (Monday.com) offerings and how they could benefit project workflows.
• Work with project leads (Account Managers, Art Directors, Copy Editors) to keep projects reflective of current status and timing.
• Work closely with the Director of Marketing Technology to maintain best practices for divisional use of Monday.com.
• Be a main point of contact for Arizona Online for project management system (Monday.com) questions connected to navigating projects, recommended views, and adjusting filters and settings to review current and future work.

Administrative Tasks:

• Manage relationships with external agencies/vendors: maintain current contact list, maintain an updated collection of invoices and estimates for budgeting purposes, schedule production timelines and deliveries.
• Meeting management: help build effective meeting agendas connected to projects, facilitate the scheduling and running of meetings, and taking notes and noting action items.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of marketing strategy, tactics and project planning.
• Knowledge of using data from marketing technology tools to inform/optimize marketing performance.
• Knowledge of communication skills to effectively communicate deadlines and expectations.
• Knowledge of project management software (ie. Monday.com, Wrike, Clickup, Workfront).
• Ability to collaborate effectively and facilitate understanding of marketing projects.
• Ability to analyze data derived from project management tools and provide clear and actionable insights.
• Ability to present ideas effectively, both orally and in writing.
• Ability to work on and deliver multiple projects simultaneously.
• Ability to meet targets and deadlines.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• Bachelor's degree in marketing or related field.
• Minimum of 1 year of related work experience.
• Experience working in a project management system such as Monday.com

Preferred Qualifications

• Experience in the higher education environment.
• Experience working with Monday.com project management software.

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88

Compensation Type: hourly rate

Grade 7