Marketing Operations and Project Management Specialist

Marketing Operations and Project Management Specialist

External Relations and Advancement Specialist 2

External Relations and Advancement

Full time

Minimum Qualifications: Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary: Develops and drafts intermediate to complex communication content and supports the communication strategy through storytelling and campaigns for university wide projects/efforts.

Job Description: The Marketing Operations and Project Management Specialist manages the systems, projects, and financial administration that support the Herberger Institute for Design and the Arts Marketing and Communications team. Reporting to the Executive Director of Marketing and Communications, the position manages multichannel marketing projects from intake through completion and administers marketing budgets through accurate tracking, reconciliation, and reporting.

The specialist coordinates priorities, schedules, resources, approvals, vendors, and operational workflows across advertising, email, social media, web, creative, video, and print. The position provides leadership with reliable information about project status, workload, spending, and risks and helps teams work consistently across the institute.

Position

Salary

Range:

• 53,000 - 58,500 annually, depending on experience within posted range

Essential Duties:

• Manage marketing and communications projects from intake and scoping through scheduling, production, approval, launch, and closeout.
• Maintain the project portfolio, master production calendar, assignments, dependencies, and status reports; identify risks, delays, and resource conflicts and recommend next steps.
• Manage project intake and prioritization processes in partnership with the Executive Director and coordinate expectations with internal clients and project owners.
• Develop and maintain workflows, project templates, standard operating procedures, naming conventions, approval paths, shared resources, and project archives.
• Administer project-management and collaboration platforms, including templates, dashboards, user access, data quality, training, and adoption.
• Coordinate campaign production across advertising, email, social media, web, creative, video, print, and external partners; manage handoffs, specifications, reviews, and approvals.
• Administer assigned marketing budgets, maintaining accurate records of planned spending, commitments, actuals, accruals, available balances, and forecasts.
• Initiate and track purchase orders, invoices, purchasing-card documentation, contracts, and vendor records; reconcile transactions and resolve discrepancies with finance, procurement, vendors, and project owners.
• Prepare budget variance reports and maintain complete, audit-ready project and financial documentation.
• Support campaign and operational reporting, review work for required approvals and compliance, and train institute partners on marketing processes and tools.

Desired Qualifications:

• Experience managing multiple, concurrent marketing or communications projects from intake through delivery.
• Experience designing project intake, prioritization, workflow, approval, capacity-planning, and closeout processes.
• Experience administering and working with marketing, content-management, analytics, or digital-asset systems.
• Experience administering budgets, including commitments, accruals, forecasting, reconciliation, variance reporting, purchasing documentation, and fiscal-year close activities.
• Advanced spreadsheet and reporting skills, including formulas, pivot tables, data validation, and dashboards.
• Experience administering project- or work-management platforms and working with marketing, content-management, analytics, or digital-asset systems.
• Experience coordinating purchase orders, invoices, contracts, scopes of work, and vendor relationships within established financial controls.
• Demonstrated ability to communicate project, capacity, spending, and risk information clearly and influence work across teams.

Working Environment:

• Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing, and pulling up to 25 pounds.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

Why work at ASU

ASU is a tobacco-free university. For details visit wellness link.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

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