Communications Assistant

Communications Assistant Location Hybrid remote in Atlanta, GA : Position Summary This position is responsible for providing administrative support to the Communications Division Directors and general communications support to the Director of Marketing and Communications to implement communications and media strategies, projects and events to help ensure the staff's ability to meet departmental and College goals. This position will also work in coordination with the Executive Assistant to the Division Vice President. The Communications Assistant will promote teamwork and professionalism, maintain a customer service mindset with all contacts, emphasize quality standards to peers, and deliver quality work. The individual will understand the mission of the College and the Division and demonstrate a keen interest in ensuring departmental success. Essential Duties and Responsibilities Under the direction of the Director of Marketing and Communications, the Communications Assistant's duties and responsibilities include, but are not limited to the following: External Communications and Media Relations Support: 25% Materials Dissemination. Formats and disseminates all approved press releases, letters to the community and statements to the media and public. Media/Communications Inquiries. Manages, triages and tracks all Communications requests submitted via the Division-wide email. Monitors the Communications mailbox and email account and responds to and tracks the completion of inquiries in a timely manner. Develops various supporting materials for media relations and communication activities. Maintains Priority Media Databases. Develops a priority list of national, local, education and philanthropic list of media contacts to help facilitate rapid and consistent media outreach and engagement. Manages and coordinates completion of Spelman College information for guides, handbooks and directories. Support planning for press events, including press conferences, media interviews and Community events. Support Internal Communications: 25% Informs staff on the use and submission of internal communications request forms. Manages contact database for internal communications tools, working with campus partners to update email addresses. Manages, provides strategic direction, and coordinates flat screen posts, voicemail messages and email blasts. Ensures the Spelman community is aware of videographers and photographers that are onsite to gather footage by staking signage throughout the campus and posting notifications on flat screens to enforce the permission to film or photograph policy so as not to put the College at risk for acquiring footage without permission. Communicates with Public Safety staff to acquire approval for campus guests' visitation. Manages the utilization and reservation of Manley Wall. Reviews electronic requests via 25 Live Facility Management software and approve based on the availability of Manley Wall space. If conflicting requests are received, negotiate dates with requesters. Coordinates removal and storage of campus displays with FMS staff as needed. Stays abreast of 25 Live policies and procedures by attending training sessions. Manages use and approval of requests for flat screen postings: Reviews requests and edit for proper formatting, grammar and use of the College logo. Monitors posting and deletion of dated announcements as needed. Reviews, edits, formats, and distributes flyers submitted for e-blast distribution and maintains the schedule for reoccurring e-blasts. Coordinates, schedules and shares College eblast announcements with faculty/staff and students to ensure prompt and proper flow of community announcements. Examples include scholarship announcements, concerts, lectures, panel discussions, Zoom meetings, information sessions, Covid-19 protocol and testing, on-campus events, etc. Administrative Support: 50% Schedules team Division Zoom meetings and logistics between Communications and other department planning meetings. Ensures consistent and timely servicing of technical and communications equipment and monitor the need for accessories and upgrades for the Communications team in the Communications suite offices. Works closely with budget approvers to assist in developing annual budget forecasts, advises on the need for budget adjustments and maintain balanced status by reallocating funds as needed. Manages the payment process for renewal and maintenance of digital subscriptions via online credit card payments, in addition to processing requests for payment for hard copy subscriptions. Frequently interfaces with accounts payable staff and administrative support staff to ensure all requirements are met to provide expeditious approval and payment for contractors/vendors and staff. Monitors dues and subscription budget to ensure availability of funds for ongoing digital subscription renews to avoid disruption of online services for media services including PR Newswire, Cision and other external media tools. Submits online requisitions for payment of departmental projects, in addition, to grant funding requests to acquire funds for payment of projects outside of the departmental budget. Acquires quotes and recommendations for contractors, supplies, computers, printers, cameras, video equipment and other technical equipment. Coordinates payment for travel, professional development, conference participation, training, membership dues and subscriptions for Communications team members. Identifies and evaluates operational/administrative issues and follow through with a timely resolution. Provides marketing and event support for internal College programs, as well internal Communications division-wide meetings and events. Utilizes analytical and technical skills while demonstrating a broad understanding of the business of the College to interpret and anticipate needs effectively. Acquires and expedites contractual agreements, sole source forms, quotes, and invoices to hire independent contractors. Serves as administrative liaison for contractors, administrative support, and accounts payable to ensure timely approval of requisitions to acquire purchase order numbers before contractors provide service. Partners with Spelman Technology Services and administrative support staff to coordinate inventory and replace phones, computers, and other technical equipment as needed. Files and updates departmental documents in eTrieve or the Wrike document management system and onsite. Manages and maintains order in departmental storage spaces. Support Hiring Process, Training and Scheduling of Student Workers:5% Provides support for orchestrating the recruitment, hiring and orientation and training process for student interns and volunteers. Ensures students sign a confidentiality agreement. Sets the tone and example in performance and professionalism for the benefit of student interns. Coordinates student workers' schedules to manage office support and ensure funding remains within the allocated budget for salaries. Required Qualifications Bachelor's degree (B. A.) in Communications, Marketing, English or Journalism from a four-year college or university, preferred or and equivalent combination of education and experience preferred. A minimum of three years of experience in an administrative support role in higher education, public relations, or a non-profit environment is also desired. Must possess excellent interpersonal skills, telephone techniques and etiquette, record-keeping techniques, organizational and customer service skills, and the ability to prioritize effectively. Must be able to interact in a diverse community and must be detailed oriented; possess the ability to handle multiple tasks; and able to adapt to changing situations. Good oral and written communication skills are required, with the ability to read and interpret documents such as operating and maintenance instructions and procedure manuals. Must have good proofreading skills. Ability to effectively speak when interacting with the public and the entire Spelman community. Ability to read, analyze and interpret general business communication, professional journals and technical procedures. Ability to analyze and develop contracts, business correspondence, fliers and publications. Ability to effectively present information and respond to questions from all levels of the campus community, corporations, foundations, alumnae, and the public. Make proactive suggestions and generate ideas to prevent and resolve problems. Exercise tact and diplomacy to fully understand the sensitive and confidential nature of dealing with external customers and entities . Consistently exercises mature judgment on all matters involving programs and personnel. Ability to apply common sense understanding to carry out instructions furnished in written and oral form. Must have advanced computer software skills using the Microsoft Office Suite (Word, Excel, PowerPoint). Prefer skills with the software used by the College, i.e., 25 Live, Adobe Acrobat, and the ability to utilize Spelshop, Banner, media relations monitoring tools (Cision), Canva. Ability to create general correspondence, flyers, reports, spreadsheets, presentations, etc. Must be internet savvy and be able to utilize email systems such as Outlook. Preferred Qualifications Bachelor's degree (B. A.) in Communications, Marketing, English or Journalism from a four-year college or university, preferred or and equivalent combination of education and experience preferred. Certifications, Licenses, Restrictions N/A Physical Demands While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, reach with hands and arms, talk, and hear. The employee is frequently required to walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus. Shift Days % Travel Required 1% - 25% Full Time/Part Time Full-time Work Location/Schedule: This position is eligible for a hybrid work arrangement. FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date Posting Detail Information Posting Number SC0639P Posting Open Date 01/12/2024 Posting Closing Date Open Until Filled Yes Special Instructions to Applicants EEO Statement Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.
COVID-19 Vaccination Protocol Due to the heightened risk of contracting COVID -19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID -19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown , PharmD Manager of COVID-19 Operations, at . Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve .