The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Alumni Relations; and 3) Finance and Administration.
The Finance and Administration team provides business operations support and includes administrative, finance, development, special events, and project management staff who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations.
As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Office of External Affairs offers unparalleled opportunities for creative work at the highest levels of excellence.
The Traffic Coordinator, a member of the finance and administration team, is responsible for scheduling, coordinating and tracking projects for the Office of External Affairs. Reporting to the Sr. Administrative Manager, this position will manage some projects independently, but also work closely with the Project Manager on larger projects, all of which involve the five communications and marketing teams (digital strategy and websites; content and editorial; media, social and digital outreach; visual communications; and marketing). This position will provide a variety of collaborative support, assistance, and management for projects and processes.
Provide timely customer-service support by answering and responding to e-mail, telephone and meeting inquiries and requests.
Utilize PM software to create and maintain project details including goals, deadlines, client information, assigned tasks, vendor selection, progress and milestones, reporting, and invoice statuses.
Meet regularly with the OEA Project Manager to discuss resourcing, procedures, or other concerns and hurdles to achieving successful project deliveries.
Capture all project request details and regularly review project list with the Project Manager for process approval.
Assist the Project Manager with larger, more complex projects.
Work with the Project Manager to enhance standard project management procedures and checklists.
Assist Project Manager in planning the semi-annual project planning day for OEA project/budget leads.
Schedule and coordinate project brainstorm, kick-off, milestone, and debrief meetings which includes obtaining the project briefs, preparing agendas, taking and distributing meeting notes, and updating PM software with project schedules.
Obtain sign-off on project timeline, materials, and final proof from OEA leadership, communications and marketing directors, and project lead to ensure the quality standards are being maintained.
Communicate with internal or external project leads about project plans, schedules, and production costs; obtain budget approval for billing purposes.
Follow up with project team to ensure that due dates are met.
Obtain and award competitive vendor bids for new projects.
Request vendor documentation including contracts and signatures with the communications and marketing administrative coordinator.
Obtain and submit invoices for payment.
Maintain and update vendor contact list.
High School Diploma/GED required.
Five (5) years related experience required, preferably in a creative environment.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Familiarity with project management systems.
Experience in a creative environment.
Special Knowledge, Skills, and Abilities:
This position requires a highly organized individual with excellent written and oral communication skills, an excellent attention to detail, and the ability to manage multiple projects simultaneously.
Qualified candidate must be deadline driven, able to set priorities for self and others, and remain flexible with changing priorities.
The candidate should also be able to function on a high-performing team in an extremely fast-paced environment and take a proactive approach to fulfilling the job requirements.
Any specific physical requirements for the job:
The person in this position will meet with clients outside of the OEA office and will need to move around the campus.
This position will need to pick up and deliver materials to clients as appropriate.
Classified title: Marketing Production Coordinator
Working title: Project Coordinator
Role/Level/Range: ATO 37.5/E/03/OF
Starting Salary Range: $19.82 - $27.27 (commensurate with experience)
Location: 615 N. Wolfe Street - East Baltimore Campus, Bloomberg School of Public Health
Department name: 10001027-Assoc Dean for External Affairs Off of
Personnel area (School): BSPH – Bloomberg School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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