Events, Communications, & Office Manager - Center for ...

About UMass Amherst UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region. Job Summary The Events, Communications, and Office Manager is responsible for providing leadership and oversight for the communications, marketing, and national visibility efforts of the Center for Research on Families (CRF). This includes but is not limited to event management, communications, management of the Center's website, newsletters, social media accounts, poster creation and dissemination, announcements, and promotion of all events. This position will also be responsible for planning and implementing all live and online center events including workshops, conferences, seminars, lectures, annual dinners, Rudd Adoption Research Program bi-annual conferences, as well as the summer institute, supervising student workers, and overseeing the logistics of a small office. Essential Functions Communication Responsibilities: Lead, direct and manage the Center's communication content and strategy. Create and oversee Center branding. Provide strategic direction to the management team for the Center's communication goals. Present innovative ideas to increase visibility of the Center. Develop and produce multi-media marketing and communication materials (including videos, photos, print publications, email, website and social media) for distribution to constituents. Develop printed and digital recruitment materials and other collateral for center events, recruitment processes and student awards. Write feature stories, news items, press releases, etc. Write, design, edit and produce documents, posters, pamphlets, special event publications and other material as needed. Prepare annual budget recommendations for communication materials and website. Participate in budget determination. Create and oversee the Center's social media presence, including CRF Facebook pages, Twitter, Instagram, LinkedIn, blogs, and YouTube. Create talking points, PowerPoint slides, and other materials for reports to Deans and other university administrators. Manage the Center's complex and extensive database. Generate data and reports for the Director and Associate Director. Design and develop dynamic and search engine optimized webpages. Ensure overall visual and navigational consistency throughout website. Create and maintain website content including news, student profiles, blogs, and multi-media sections. Plan, develop and disseminate quarterly e-newsletter for constituents. Coordinate with University Relations, IT, the UMass News Office, and maintain knowledge of UMass communication and marketing policies, procedures, branding, and resources. Provide strategic planning and project management expertise to campus-wide committees and projects. Partner with/represent CRF on campus-wide committees and/or partnerships with other campus units. Event Management Responsibilities: Lead and manage all logistics for Center workshops and events. Manage registration process and monitor registrant activity. Maintain a database of venues, including size, cost, and contact persons. Secure venues; ensure appropriate setup/breakdown, IT needs, and accessibility needs are met. Trouble shoot and resolve venue problems. Manage contractors/vendors, including catering, furnishings, and venue access. Provide workshop materials and workshop evaluations, both print and electronic. Ensure all technical logistics are prepared and implemented for virtual events, webinars, and workshops, along with knowledge management of collected attendances registration, statistics, speakers' and participants' preparation, feedback. Develop outreach and marketing plans to increase event attendance. Develop tools to gather and generate data for annual and periodic reports. Administer and oversee workshop participant evaluations. Maintain a database of evaluation feedback. Develop and disseminate participant evaluations to workshop leaders, management team and faculty. Debrief with workshop leaders to improve subsequent events. General Office Management Duties and Supervisory Responsibilities: Supervise a team of student communication assistants (writers) to ensure day-to-day office operations, events, and writing assignments in support of departmental needs. Select, supervise, and direct graphic designers, photographers, freelance writers and other off-campus vendors. Procure off-campus services as appropriate. Serve as the "face" of CRF, responding to and coordinating efforts with individuals seeking/requesting information. Provide task, timeline, calendar, note taking and scheduling support to management team. Order equipment and supplies. Assist with food ordering for meetings, setup and clean-up, and other office tasks as needed. Other Functions Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. Work in partnership with colleagues within the CNS community and across the campus to support the University and Dean's strategic priorities. Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences. Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure) Associate's degree and five (5) years of related experience. A Bachelor's degree may be substituted for two (2) years of the required experience. Excellent verbal and written communication skills. Strong interpersonal skills with the ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of staff and students. Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure) Competence with PC and MAC computers and MS Office applications. Ability to work independently to organize multiple tasks and set priorities for action, take initiative, be creative, and operate with self-direction in a fast-paced office environment. Demonstrated ability to work in teams. Technical skills: Constant Contact, Adobe Cloud Suite, Google Workcenter, OneDrive, Google Analytics, Hootsuite, Trello, Slack, and Microsoft Office. Graphic design skills and experience with platforms (e.g. Illustrator, Photoshop, Tableau, Canva and InDesign). Professional photography and videography skills and experience. Advanced technical skills such as Drupal and html and experience in the design and maintenance of websites. Advanced technical skills for developing and hosting complex online events. Understanding of current technology and software relevant to marketing and communications, such as Salesforce, Marketing Cloud, or similar. Experience supervising staff and managing a small office. Science writing background and ability to synthesize scholarly writings and publications. Physical Demands/Working Conditions Typical office environment. Work Schedule Monday - Friday, 8:30 am - 5:00 pm. Required to work some nights. Salary Information Level 26 PSU Hiring Ranges Special Instructions to Applicants Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged. As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. ( UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Created: 2024-11-05