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Operations Specialist

2 months ago

Denver, United States University of Denver Full time

The Division of Marketing & Communications (MarComm) aims to strengthen DU's strategic position locally, regionally, and nationally through data-driven and authentic storytelling across multiple channels with focused support on the university's value drivers: academics and research; enrollment and admissions, athletics, and advancement. Whether through public or media relations, digital strategies, social media, print, podcast, issues or crisis management, community relations or thought leadership and training, MarComm drives results through narratives that involve words, pictures, and design. With true understanding of and connection with our diverse audiences, we aim to foster collaborative problem solving, creativity and innovation. MarComm strives to speak with a unified, authentic, and resonant voice to strategically advance the University of Denver's brand by focusing on the following priorities: Promoting and protecting DUs reputation. Inspiring students to enroll and engage. Increasing equity and inclusion. Strengthening the University. MarComm's mission, vision and values make it imperative that everyone in our community feels safe and included. The participation and input of all members should be valued and respected, while every voice should have the opportunity to be heard. The division's community-created, shared sense of belonging definition is, "a shared sense of belonging in MarComm means building a collaborative, trusting community where we feel and are safe, valued, and appreciated being ourselves as we contribute to something meaningful." Our collective achievements are enhanced by the open exchange of ideas - particularly when diverse perspectives, backgrounds and experiences Position Summary The Operations Specialist reports to the Strategic Initiative Support Manager. This person will support strategic operations functions within the division of University Relations, ensuring the smooth operations of both marketing and communications functions and teams. The Operations Specialist is responsible for monitoring the division's operational processes, developing division protocols and documentation, supporting division leadership with team development and events, and and administering operational resources to ensure high-quality deliverables and achieve the highest satisfaction among MarComm's campus partners. Essential Functions Talent Management: Orchestrating talent recruitment, acquisition, and onboarding to support hiring managers and team development. Supporting interview committees and scheduling interviews. Resourcing new employees and partnering with campus colleagues to ensure seamless onboarding. Maintaining a library of division job descriptions for easy reference. Budget Management: Stewarding the operations budget for office supplies, team-building events, and technology. Supporting team and office leads with invoices, contract routing and POs as needed. Employee Engagement: Administering the employee incentive plan. Organizing all-hands/team-building activities. Supporting employee retention efforts. Facilitating logistics and support for Funtastics committee as well as MarComm buddy program. Compliance and Representation: Ensuring compliance with staff training and university policies. Representing the team in division and university-wide initiatives. Ensure all contracts and division agreements meet University and state legal standards. Project Management: Managing infrastructure development and standardization efforts. Handling RFP processes and facilitating cross-campus collaboration. Vendor Relations: Maintaining a vendor list for on-demand services. Overseeing vendor agreements. Collaborating with team and office leads to facilitate clear and consistent communications. Swiftly procuring competitive bids as needed for key projects. Communication and Documentation: Coordinating communication about MarComm activities. Maintaining documentation (policies, SOPs, job descriptions). Organizing MarComm's digital file structures and toolkits in collaboration with digital asset specialist. Support and Training: Providing administrative support. Managing email communication on behalf of the division and key teams. Supporting unit-wide training efforts as well as trainings offered to the campus community. Strategic Oversight: Monitoring and enhancing the MarComm Service Model. Collaborating with the web team to keep the MarComm and brand websites up-to-date. Maintaining directory of MarComm staff as well as campus unit-based marcomm staffing.