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Strategic Communications Project Coordinator

University of Florida

Strategic Communications Project Coordinator

Job No: 531923
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Communications/Public Relations/Marketing, Advancement, Executive/Director/Management
Department: 50010000 - AD-VP ADVANCEMENT

Job Description

Classification Title:

Special Projects Coordinator

Job Description:

The Strategic Communications Project Coordinator is a vital member of the Strategic Communications, Marketing & Engagement team that plays an integral role in the team's ability to work efficiently and productively. Reporting to the Senior Director of Digital Strategy & Operations, this position coordinates project tracking processes for hundreds of deliverables throughout the year and facilitate communication between SCME and project partners. Additionally, the incumbent serves as the primary project liaison to ensure efforts stay on track and within the scope.

Project Intake &Tracking
  • Work in close collaboration with Advancement SCME leadership to plan, organize and monitor the production of communications, marketing projects and events involving clients/project sponsors.
  • Work with SCME directors to coordinate the talent and resources of the communications and marketing team to meet strategic objectives.
  • Prioritize and organize multiple assignments and deliverables, and execute work flows often under tight timeframes.
  • Update and maintain the project management system throughout the production process.
  • Ensure project deliverables are completed within project timeline and budget.
  • Organize and save final electronic versions of documents and files in the system at the close of all projects
  • Identify obstacles, resolve issues and devise solutions throughout the process to continually improve protocols, templates and procedures to maximize efficiency.
  • Contribute to project production as needed.

Project Communications
  • Build and maintain positive relationships and act as the liaison between SCME and other Advancement partners. Serve as the primary point of contact for projects.
  • Communicate updates regarding scope, deliverables, milestones and/or deadlines in a timely manner.
  • Schedule kick-off to initiate projects and coordinate regular status meetings as appropriate to inform team and stakeholders of project deliverables, provide updates and manage timelines.
  • Conduct debriefing meetings at the end of projects to record wins and opportunities for future efforts.

Project Analytics & Reporting
  • Work with clients/project sponsors to establish metrics and evaluate and analyze project performance.
  • Produce accurate reports to guide future decision making as needed.
  • Run weekly and monthly dashboard reports and send to project sponsors.
  • Track invoices and send to appropriate cost center managers for payment.

Special Projects
  • Serve on Advancement committees and manage special projects as needed.

Expected Salary:

$55,000.The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development and work life support. Learn more.

Minimum Requirements:

Bachelor's degree in an appropriate area and two years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications:

The ideal candidate will possess:
  • Prior experience in an administrative support role within a development, fundraising, alumni relations or higher education environment.
  • Strong business acumen.
  • The ability to communicate clearly and effectively with diverse constituencies, meet deadlines, possess problem-solving capabilities be self-motivated, and work independently.
  • Ability to conceptualize, develop and utilize innovative materials and resources in support of donor relations.
  • Demonstrated project management experience in a multi-operational and multi-disciplinary environment.
  • Accuracy, attention to detail and a customer service-oriented attitude and discretion and judgment in working with highly confidential information are necessary for success in this position.
  • Ability to work collaboratively and a team player.
  • Competency in problem solving.
  • Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
  • An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
  • Working knowledge in these areas: Windows, Microsoft Word, Microsoft Excel, InDesign, Photoshop, Outlook, internet browsers, preferably Internet Explorer, E-mail. Working knowledge of a donor database, contact management and tracking system.
  • Off campus travel may be required. A valid driver license and good driving record are essential.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and three references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:

Applications Close: 25 Jun 2024

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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