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ADS Level 6 - Production and Administrative Coordinator - Department of Marketing and Communications

Competition Number:
19E21
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
Department of Marketing and Communications
Position:
ADS Level 6 - Production and Administrative Coordinator
Contract:
Full-Time Permanent Position
Hours of Work:
37.5 hours per week
Salary:

$55,593 - $61,152 per annum, as per CUPE 1870

The Department of Marketing and Communications is seeking an experienced Production and Administrative Coordinator who is passionate about workflow management, and has an eye for detail. You know the ins and outs of the marketing and communications industry, are keen to build internal and external relationships, and get excited about scheduling production work and moving it through the various stages of development. Whether you’re crunching numbers, editing copy, or identifying process improvements, you do it in the name of quality control and the pursuit of production excellence. If keeping marketing and communications projects on track, on time, and on budget appeals to you, then this position might be a good fit. Reporting to the Director of Marketing and Production and the Director of Communications and University Relations, you will provide administrative support to both departmental units, and coordinate the planning, development, scheduling and production of a variety of printed and digital materials which reflect the University’s marketing-communications strategy and brand.

RESPONSIBILITIES:

  • Provide administrative support to both the Marketing and Production and Communications and University Relations units within the Department of Marketing and Communications
  • Coordinate all aspects of production for marketing, advertising, and communications materials (offset print, digital, and web) as well as other design projects
  • Working closely with the Graphic Designers, process, track, and follow through on project requests, ensuring the highest level of production quality has been met
  • Facilitate and support weekly creative review sessions
  • Communicate effectively with internal and external stakeholders to ensure information such as production specifications (i.e., sizes, deadlines, budget, etc.); copy content; and art direction, is accurate and complete
  • Keep records and generate reports related to projects, including obtaining and/or building cost estimates
  • Recommend suppliers, resources, and processes based on the type and need of projects
  • Maintain a database of, and liaise with external and internal suppliers to facilitate the completion of projects
  • Maintain all project files in the department project management systems (Asana and FileMaker Pro)
  • Order and maintain departmental office and production supplies as required
  • Track the budget, process account entries, and compile and reconcile financial data on behalf of the department using the University’s financial accounting system
  • Keep current on industry trends and advances

QUALIFICATIONS:

  • Completion of a recognized post-secondary program in a related area
  • Minimum 3–5 years of experience in a marketing agency, design, or pre-press professional environment plus at least 2 years of experience in a business setting
  • High level of proficiency with the Macintosh operating system
  • Working knowledge of graphic design principles and concepts
  • Demonstrated ability in industry-standard imaging, design, and layout software including such programs as Adobe Photoshop, Illustrator, InDesign, Bridge, and Acrobat
  • Demonstrated ability in Microsoft Office suite of products including Word, Excel, PowerPoint, Outlook, etc.
  • Demonstrated ability in project management and project management tools like Asana and FileMaker Pro
  • Familiarity with font handling and file transfer protocols
  • Working knowledge of financial accounting principles
  • Demonstrated ability in the use of financial accounting systems and software applications, including the processing of account entries, compiling and reconciling financial data, and generating reports
  • Demonstrated ability to maintain co-operative and respectful interpersonal relationships in a diverse and inclusive environment
  • Demonstrated ability to multitask, prioritize work, and function professionally in a high-pressure, deadline-oriented environment
  • Strong organizational and office management skills with attention to detail
  • Strong written and oral communication skills
  • Demonstrated ability to work independently and as a member of a team
  • Bilingualism is an asset (English and French)
Application Instructions:

Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link posted on the UPEI Human Resources website. Applications will not be accepted via email.

If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.

In accordance with Canadian immigration requirements, all qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. The University of Prince Edward Island is committed to gender equity in employment.

Only those applicants who are invited to an interview will be acknowledged.

UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.