Assistant Director, Project Management

May 25, 2017
Institution Type
Four-Year Institution
About The Unit: The University of Chicago Campaign: Inquiry and Impact (, the most ambitious and comprehensive campaign in the University's history, will raise $5 billion to support faculty and researchers, practitioners and patients, and students and programs across the University. Launched in October 2014, the campaign supports priorities in every division, school, department, and institute, and aims to engage 125,000 alumni and friends over its five-year duration. Please note: This role is located in Harper Court at 5235 S Harper Court - the corner of 53rd Street and Lake Park. For more information:

Unit Job Summary: Assistant Director, Project Management: Support the development, implementation and management of strategic and tactical marketing programs for Alumni Relations and Development (ARD) to meet the financial goals and priorities of the university. Manage an extensive portfolio of digital media, editorial, print and other projects in ARD Communications by serving as the liaison between creative staff and clients and between creative staff and external vendors. Ensure timely completion of projects and provide all levels of support required by creative staff to deliver superb digital, editorial and design work within the context of branding guidelines. Track projects and workload throughout ARD Communications to make recommendations about resources, staffing, outsourcing and related matters. Participate in the strategic, creative development, production and evaluation of client & partner communications and development campaigns. Work closely with a cross-functional Alumni Relations and Development team and exhibit the ability to provide fresh, innovative and measurable ideas. Work with clients and ARD Communications staff to develop annual communications calendars for departments and units that have multiple channels of communication with alumni, donors and other friends. Act as the primary point of contact for clients of ARD Communications. Develop schedules and project plans for print and interactive projects based on the ARD Communications project sequence. Manage and document projects from initial contact to delivery and evaluation. Work with writers, designers and interactive developers to meet client objectives and ensure on-time delivery. Lead regular internal and client meetings as required by complexity of projects. Route change requests and manage the proofreading and approval processes. Report regularly on project status. Assist with updating process documentations and maintaining project reporting documentation. Work with other project managers to ensure that projects are initiated in all project management communication systems. Update monthly reporting documentation to assist with evaluating incoming projects. Develop and maintain project management systems on a platform that is supported and shared among all ARD Communications teams. Perform other duties as assigned. Seek opportunities for professional development that will enhance job performance, including building networks within the University and with colleagues at peer institutions.

Unit Education: Bachelor's degree or higher required.

Unit Experience: A minimum of two years of professional work experience in a communications environment such as in-house corporate communications services, advertising agency, public relations firm or similar professional work experience required. Experience working with creative staff, clients, printers and other vendors required.

Unit Job Function Competencies: Applicants must be currently authorized to work permanently in the United States. A current resident of the Chicago area or willing to relocate to the Chicago area required. Able to manage multiple projects simultaneously while adhering to established deadlines required. Understanding of integrated marketing using social media, digital, event marketing, email marketing and print required. Demonstrated understanding of interactive and print production processes required. Familiarity with MS Project, Basecamp and other project management software required. Strong verbal and writing skills, high attention to detail and follow-up, and excellent organizational skills required. Ability to manage confidential information with discretion and tact required. Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including Griffin (the University's Donor Relationship Management System), a Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint, and Access required. Strong leadership qualities, including the ability both to delegate and to execute, thereby leading by word and by example required. Ability to work collegially and collaboratively in a team setting required. An exceptional work ethic and track record of personal initiative required. Outstanding interpersonal and communications skills characterized by the ability to listen, to speak, and to write well required. Must be flexible and adaptable to new programs in an emerging and changing environment, required. Willingness and ability to travel to campus and/or non-campus locations for University business required. Willingness and ability to work evenings and weekends required. Demonstrated understanding of video production preferred. Familiarity with FileMaker Pro preferred. Understanding of the University of Chicago, its history, organization, and modus operandi preferred. Dress code is business or business casual attire.

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