Hourly Marketing Administrative Assistant

Hourly Marketing Administrative Assistant

Part-Time hourly 25-30 hours/week $30/hour

Office of Marketing

111 West State Street Trenton, NJ 08608

Thomas Edison State University was founded in 1972 to break down barriers to degree completion. Fifty years later, it proudly serves a diverse body of adult students with innovative and professionally relevant academic programming in a predominantly online delivery. Our team of high-energy student-focused professionals is welcoming new members who are making their mark in education and are ready to help change the lives of thousands of adult students across New Jersey and around the world.

Candidates who are excited by changing lives, committed to the success of all and want to be challenged by new and innovative opportunities, should submit an application.

Summary:

Under general supervision of the Senior Director of Marketing, the Hourly Marketing Administrative Assistant will provide program support in budget oversight, monitoring and reporting, advertising cost tracking and analysis, research, direct mail outreach, outcomes tracking, data collection, database management, marketing analysis and special projects. Performs all assignments and job duties using established University policies, procedures, precedents, guidelines and standards.

Examples of Work:

- Prepares clear, technically sound, accurate and informative reports containing weekly tracking and updates of departmental budget expenditures and balances. Expenditure reporting includes both departmental and specialty reporting to track and project budget allocation compliance with both departmental budget and all advertising expenditures. Provides updates, findings, conclusions and recommendations to Senior Director of Marketing and Director of Advertising and Integrated Marketing Strategy on a weekly basis.

- Coordinates/monitors scheduling creative jobs from assignment to art department by Senior Director or Director of Advertising and Integrated Marketing Strategy to completion/delivery to ensure all deadlines are being met, jobs are on track, schedules are modified to adapt for emergencies or rush jobs, and coordinates file submission deadlines with Art Director and print vendors. Assists Art Director in obtaining print job quotes from vendors. Communicates status with entire Marketing Team.

- Oversees vendor updates and onboarding of new vendors, identifies appropriate vendors, obtains competitive quotes, manages content flows and delivery scheduling, prepares purchase orders, oversees quality control checks at delivery, oversees delivery to clients.

- Prepares all purchase orders and other required paperwork required by established University policies; creates and monitors blanket purchase orders.

- Responsible for all invoice payments and tracking of same, both departmental and pass throughs to other departments utilizing University's Colleague system.

- Coordinates scheduling and all related processes and procedures in execution of RFQs; completes all required paperwork, maintains and acquires required documents, schedules vendor presentations, maintains all required email correspondence and notifications.

- Prepares correspondence in the course of official duties.

- Maintains essential records and files.

- Assists with special projects as assigned.

Duties and Responsibilities:

The following is representative of specific duties which may be assigned to this level. This list is not inclusive.

- Prepares weekly Departmental Budget Tracker and Advertising Budget Tracker.

- Investigates advertising and marketing opportunities as assigned.

- Collects data to support marketing initiatives.

- Oversees and/or supports special projects as assigned.

- Obtains bids, prepares documentation, communicates with vendors as established in University Purchasing Policies.

- Maintains clear and accurate records of all financial transactions and provides information to Marketing team via departmental shared drive.

- Schedules ongoing mail outreach programs to inquirers, applicants or enrollees as identified by the Senior Director. Coordinates acquisition and delivery of all specialty mailing lists to mail fulfillment vendor. Compiles and maintains annual schedule, internal communications, vendor communications, order and invoice management, internal departments mail list change notifications.

- Collects marketing data and prepares reports.

- Develops, builds and maintains appropriate databases to track marketing projects.

- Prepares reports of marketing and media initiatives.

Requirements:

Education: Graduation from an accredited college or university with a bachelor's degree in a field related to the position to be filled, or equivalent as determined by the appointing authority.

Experience: Two years of professional experience in admissions, sales, or marketing of a nontraditional higher education facility or other field that is directly related to the functions of the position to be filled, or equivalent as determined by the appointing authority.

- A degree and/or experience in a Marketing related field is preferable.

*TESU strives to offer a flexible work environment while balancing the operational needs of the University. As such, we have several options for hybrid-work schedules. Positions determine what type of hybrid-work schedule is available and, if necessary, adjustments are made to support University operations.

Thomas Edison State University is an Equal Opportunity/Affirmative Action Employer