Administrative Coordinator

5 days ago

Tulsa, Oklahoma, United States University of Tulsa Full time

About the Role:

",[Department Assistant I] is an exciting opportunity to join the team at University of Tulsa. This role will play a vital part in supporting the operations of Switchyard magazine and Podcast. As [Department Assistant I], you will be responsible for managing administrative tasks, customer service, subscription databases, and optimizing website functionality.",[Essential Functions]
  • Administrative & Financial Management:,"[
    * Prepare and process invoices for vendors and contributors.
    * Manage contracts for authors, contributors, and contractors.
    * Process and track payments to authors, freelancers, and other contributors.
    * Maintain accurate financial records, ensuring compliance with university policies.
    ">,"
  • Award Submissions & Project Management:,"[
    * Maintain and update the awards submissions calendar, tracking key deadlines and entry requirements and payments.
    * Organize and manage the award submissions database to ensure all entries are accurately recorded.
    * Utilize project management tools such as Trello (or other platforms) to track ongoing projects, deadlines, and team responsibilities.
    ">,"
  • Email and Customer Service Management:,"[
    * Manage the Switchyard inbox, responding to inquiries and providing customer service for subscribers and contributors.
    * Handle customer inquiries regarding subscriptions, orders, and general magazine-related questions.
    ">,"
  • Social Media Coordination:,"[
    * Collaborate with the social media manager to create and maintain the Switchyard social media calendar and align marketing strategies across platforms.
    * Ensure that social media content supports magazine and podcast releases, events, and subscription sales.
    * Respond to queries on social media.
    ">,"
  • Podcast Production Support:,"[
    * Assist in coordinating and supporting podcast production.
    * Post new podcast episodes on Libsyn and the website.
    * Ensure all podcast-related content is updated and promoted through relevant channels.
    ">,"
  • Subscription & Database Management:,"[
    * Manage subscriptions, including digital and physical sales, and maintain a seamless purchasing process.
    * Maintain and update the database of magazine orders, subscriptions, and sales, ensuring data accuracy.
    * Compile and generate reports on subscriptions, sales, and distribution for the editorial team and other university departments.
    * Communicate with the magazine's sales representative and university departments to ensure smooth distribution and sales operations.
    ">,"
  • Web Maintenance and Development:,"[
    * Coordinate with the editors and designer to post new content on the website.
    * Oversee the website's backend to manage subscription sales and ensure an easy-to-navigate user experience.
    * Coordinate with TU's Marketing and Communications Office to implement and maintain strategies for seamless simultaneous purchases of digital and physical subscriptions.
    * Regularly update and optimize the website for product sales and user experience.
    ">,"
  • Event Planning and Coordination:,"[
    * Assist with planning and coordinating magazine and podcast-related events, such as launch parties, panel discussions, and multimedia presentations.
    * Liaise with university departments, vendors, and event staff to ensure successful event execution.
    * Manage logistics for guest speakers, authors, and event participants, including travel and lodging arrangements.
    ">,"
  • Administrative Support:,"[
    * Serve as the primary point of contact for all administrative inquiries.
    * Assist the editorial team in scheduling meetings, maintaining calendars, and coordinating editorial deadlines.
    * Support the distribution of print and digital content, ensuring timely publication and delivery.
    "]
",[Required Qualifications]
  • Equivalent Education/Experience:,"[
    * Bachelor's degree required.
    "],"
  • Knowledge/Skill/Ability:,"[
    * Excellent verbal and written communication skills.
    * Strong interpersonal skills.
    * Ability to adapt to changing technology and business practices and to communicate relevant information in an effective, accurate and professional manner.
    * Proficient with Microsoft Suite and Dropbox.
    * Proficient with project management platforms such as Trello.
    * Proficient with Squarespace.
    * Ability to work with individuals from diverse backgrounds.
    * High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines.
    "]
",[Preferred Qualifications]
  • Preferred Experience:,"[
    * Previous experience working as an administrative assistant and project manager in a college preferred.
    * Previous experience working with faculty and staff across multiple colleges and disciplines preferred.
    "]
",

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