Project and Operations Manager

2 months ago

Sarasota, United States Ringling College of Art & Design Full time
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Job Description Summary
The Project and Operations Manager manages all projects, production, and operations for the Marketing and Communications Office. Reporting to the Director of Marketing and Communications, the position is responsible for managing all aspects of the project process and ongoing maintenance for all client-facing marketing collateral and assets, and as-needed, internal communications. The position will work closely with stakeholders, internal offices and departments, external agencies, and suppliers to execute project objectives. The position is responsible for managing the overall operational needs of the Marketing and Communications office space. The Project and Operations Manager is a highly motivated and proactive individual, with excellent communication and leadership skills and significant experience in managing people, diverse projects, preparing management information, and monitoring performance against financial and business targets.

Job Description

DUTIES AND RESPONSIBILITIES:

Project Intake and Management
  • Represents the College and is the primary contact for vendors and clients working with Marketing and Communications.
  • Handles intake, processing, logging, and scheduling of creative services requests for projects including but not limited to, web, print (in cooperation with Design Center), digital, and video projects.
  • Consults with clients to determine the projects specific needs and goals.
  • Evaluates incoming projects and makes recommendations to Design Center Director and/or Marketing and Communications Director on distribution of work and assigns resources.
  • Creates, manages, and tracks schedule of deadlines to meet required deadlines. Makes necessary adjustments when needed and manages realistic client expectations. Updates status throughout the project lifespan utilizing project management software.
  • Works with the Editorial Manager to follow editorial guidelines.
  • Oversees the daily project schedule and alerts creatives, managers, and vendors of materials due.
  • Responsible for managing the project and event calendar for Marketing and Communications
  • Conducts project meetings Marketing and Communications staff, the Design Center and external constituents as needed.
Operations
  • Works with the Marketing and Communications staff to follow standard operating procedures.
  • Assist in the recruitment, interviewing, selection, training, mentoring and supervision when applicable of student assistants.
  • In collaboration with the Director of Marketing and Communications, assists in preparing and tracking the Marketing and Communications department budgets.
  • Works with Business Affairs on contracts and vendor payments as well as tracks payments and monitors accounts.
  • Develops and completes reports and provides analysis as requested.
  • Creates and maintains organized systems for archiving job samples and digital files.
  • Creates ICAs (Independent Contractor Agreements) and check requests when working with outside vendors.
  • Designs and implements systems, processes, and guidelines to continually improve and optimize workflow for both internal and external entities.
  • Performs administrative duties to support office operations and is responsible for maintaining office supplies.
  • Manage confidential information and tasks.
  • Retrieves the office's mail weekly.
  • Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
  • Ability to complete job duties, projects, and assignments with minimal supervision, with a positive and proactive "can do" attitude.
  • Possess a high level of interpersonal and human relations skills; ability to work with various departments and stakeholders.
  • Ability to communicate effectively both orally and in writing.
  • Possess the ability to maintain composure under pressure from multiple demands.
  • Excellent organizational skills with attention to detail with the ability to track and manage multiple tasks.
  • Demonstrated ability to maintain confidentiality and use of good judgment.
  • Ability to make informed and intelligent decisions while also maintaining a firm grasp of College policy and professional protocol; able to adapt and react quickly in a fast-paced atmosphere.
  • Demonstrates a high level of initiative, working independently.
  • Ability to independently assess, investigate, and resolve matters with the ability to be firm yet flexible to ensure deadlines are met while negotiating the ever-changing client needs.
  • Proficient in word processing, automated spreadsheets, email, and data entry/data processing within project management software.
  • Effective quality control and proofing skills.
  • Enjoys collaboration and is a team player.
  • Must have excellent skills negotiating with vendors and suppliers.
  • Must be tenacious about constantly monitoring schedules and requesting materials.
  • Must have the ability to think strategically and meet challenges both independently and as part of a team.
Education and Experience

Minimum:
  • Bachelor's degree in a related field; or, equivalent combination of education and work experience.
  • Three years' experience managing multiple projects with competing priorities.
Preferred:
  • Project Management Professional (PMP) certification, or similar certification.


Ringling College of Art and Design is an Equal Opportunity Employer. The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.

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