Project and Production Coordinator

The Project and Production Coordinator is responsible for coordinating project and production workflows for the marketing and communications team within the Office of Research and Partnerships (ORP). The Coordinator will organize day-to-day operational activities for divisional projects, including administration, compliance, communications, outreach and other tasks. The Coordinator will work with stakeholders to understand requested deliverables, manage requests from initial submission through content development, design, production and delivery, and will be responsible for building project tasks in the project management software.

Reporting to the Sr. Director of Research Marketing and Communications, this highly collaborative role requires basic communications and marketing knowledge and strong, detail-oriented 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!

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• Coordinates and performs day-to-day operational activities for projects, including administration, IT, compliance, communications, outreach and other tasks.
• Develop systems, reports and presentations to convey impact to internal and external stakeholders.
• Develops, implements and tracks project plans, including monitoring scope, schedule, timeline and deliverables.
• Identifies and reports issues such as budget overruns or timeline problems and performs necessary research and analysis.
• Builds projects in project management software (e.g., Asana) and trains team members on system use.
• Coordinates with internal and external stakeholders to ensure achievement of project outcomes and secure resources.
• Develops a service partnership agreement for the client, and ensure all aspects are executed on time and as described; if new projects or needs arise that do not align with the agreements, collaborate with the executive director to determine how to balance those needs with existing projects.
• Manages requests from initial contact through content development, design, delivery and closure.
• Runs project kickoff meetings and facilitates ongoing project meetings to keep stakeholders accountable for deliverables.
• Schedules interviews/productions and works with production staff to book equipment and locations, providing on-site presence as required.
• Uploads and organizes project documents and visual assets into shared folders and departmental systems to ensure accessibility and project data integrity.
• Participates in the design of project knowledge resources (databases, policies), promote established project workflows and best practices, establish standard operating procedures, and suggest procedural improvements.

Knowledge, Skills, and Abilities:

• Knowledge of project management principles, theories, and industry standards.
• Ability to manage multiple large-scale projects and pivot between different tasks while managing competing deadlines.
• Ability to improve workflows and maintain high standards of quality control in a fast-paced environment.
• Strong interpersonal skills.
• Detail oriented.

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.

• Bachelor's degree in marketing or a related field or equivalent advanced learning attained through professional-level experience.
• Minimum of 3 years of relevant work experience.

• Experience with Asana, Smartsheet or other project management tools.
• Project management certification.
• Experience in a higher education environment.
• Experience with digital asset management systems and an understanding of metadata tagging and file naming conventions.
• Proficiency managing complex folder structures within Microsoft SharePoint, OneDrive or Google Drive.
• A basic understanding of Adobe Creative Cloud.
• Experience analyzing and reporting on metrics from project management tools.