Project Coordinator -- Gies Marketing & Communications (114141)

Job description


Marketing and Communications

Gies College of Business
University of Illinois at Urbana–Champaign


The Project Coordinator is responsible for managing Gies-branded merchandise which includes purchasing, maintaining inventory, selling and/or loaning, as well as tracking the success of merchandise items. This position is also responsible for coordinating all advertising assets purchased for Gies College of Business. The Project Coordinator reports directly to the Project Manager and also supports the Brand Manager and Business/Administrative Associate in areas as assigned to effectively support and enhance the goals of Gies College of Business.


Project Trafficking (50%)

  • Coordinate all purchased print, digital, video and social assets. This includes obtaining specs (working with vendors as well as team lead, designers, and writers to set deadlines and specifications) as well as proofing and distributing deliverables (getting approval and distributing advertising campaign materials to ensure timely and efficient workflow that optimizes resources and maximizes supplier satisfaction).
  • Submit deliverables for media buys to media buyers in specific marketplaces.
  • Keep all parties updated on project status and deliveries.
  • Maintain detailed, complete, and timely records.
  • Other duties that pertain to project trafficking.

Merchandise Management (35%)

  • Collaborate with the Project Manager and Brand Manager to manage merchandise options by providing input on current or new products, keeping merchandise catalog updated, and ensuring sample inventory is in stock for review by college units.
  • When necessary, develop and administer requests for proposals for vendors.
  • Work directly with Project Manager and Brand Manager to ensure merchandise and other marketing materials meet brand standards and track success of items.
  • Manage inventory of merchandise, banners, and backdrops, which includes tracking quantities as well as physically moving items in and out of storage.
  • Research new vendors and coordinate with existing vendors to obtain estimates for merchandise options and getting scope of work requests for Purchase Order processing.
  • Work with Project Manager to ensure that all business conducted on behalf of Gies College of Business is done so in an ethical manner.
  • Successfully manage relationships with internal and external stakeholders.
  • Work collaboratively and proactively with Project Manager to mitigate any delays or problems with stakeholders or vendors.
  • Provide customer service for merchandise-related sales and inquiries, as well as serve as the contact for units borrowing departmental materials in a professional manner that exemplifies Gies College of Business.
  • Maintain detailed, complete, and timely records.
  • Other duties that pertain to merchandise management.

Purchasing & Payables (15%)

  • Support the Business/Administrative Associate (BAA) by purchasing merchandise and other marketing materials, reviewing invoices for accuracy, and ensuring payment.
  • Support the BAA in developing purchase orders, following up on payables, monitoring charges against purchase orders, and developing small purchase waivers as necessary.
  • Manage all paperwork and process to get vendor set up with the University.
  • Maintain detailed, complete, and timely records.
  • Other duties that pertain to purchasing and payables.


Required: Bachelor's degree in marketing, communications, or related field.

Required: Two years of experience in marketing, communications, or related field. Experience working and communicating directly with vendors. Experience with print production process. Experience managing budgets.

Preferred: Experience in a marketing production work environment. Experience with University of Illinois or higher education marketing. Experience with Banner. Experience with University of Illinois purchasing processes. Experience with Adobe CC design applications.

Knowledge, Skills, and Abilities
Superb interpersonal and communication skills; ability to work in a fast-paced, collaborative environment with designers, writers, videographers, and other marketing professionals; strong record-keeping and inventory management. Demonstrated ability to provide reliable customer service. Demonstrated ability to prioritize, multitask, ensure deadlines are met, as well as work in a team environment and work independently.

This is a full-time Civil Service Marketing Associate position appointed on a 12-month service basis. The expected start date is as soon as possible after Friday, May 31, 2019. Salary is commensurate with experience.

Applications must be received by May 31, 2019. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.
Step 2) Submit the Voluntary Self-Identification of Disability forms.
Step 3) Upload your cover letter, resume (months and years of employment must be included), academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.

In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Jeremy White at [email protected]. For questions about the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit

College Name or Administrative Unit:Business Category:2-Administrative Title:Project Coordinator -- Gies Marketing & Communications (114141) Open Date:05/17/2019 Close Date:05/31/2019 Organization Name:Gies Mktg and Communications




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Job No:
Posted: 5/20/2019
Application Due: 5/31/2019
Work Type: