Operations Manager

Job Title:

Operations Manager

Department:

MarCom - Marketing (Orla Pickett)

FLSA:

United States of America (Exempt)

Location:

Philadelphia Campus

Position Summary

The Marketing & Communications Operations Manager oversees and manages the operational infrastructure that supports project management and execution across the Marketing and Communications (MarCom) department. This role oversees day-to-day operations and drives the planning, coordination, and execution of department initiatives.

The position is accountable for ensuring projects are managed and organized, timelines are maintained, and teams are operating within defined processes and expectations. This role owns and enforces project management standards, operational workflows, and executional accountability across all MarCom functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Department Operations

• Manage day-to-day operational functions of the MarCom department.
  Oversee and manage invoice processing, purchase orders, and vendor payments.

• Support management of budget planning, tracking, reconciliation, and reporting; support forecasting, and provide visibility into budget performance.

• Manage vendor relationships, contract routing, and execution process. Manage office operations, including supplies, logistics, and service coordination.

• Submit and track facilities and service requests.

• Oversee coordination of department meetings, scheduling, and logistics, including travel arrangements, to ensure operational efficiency.

• Oversee onboarding of new team members (workspace setup, supplies, coordination), ensuring readiness and consistency.

• Oversee student workers, project-based resources, or ad hoc resources brought in for campaigns, as applicable

Project Management and Execution

• Manage and drive the planning and execution of larger-scale marketing and communications campaigns and initiatives.

• Own and manage project tracking systems, timelines, and status updates.

• Lead scheduling of project meetings, tracking deliverables, and ensuring accountability for action items

• Ensure alignment of projects with institutional priorities and divisional objectives.

• Identify and escalate risks, resource gaps, and timeline challenges to leadership, providing recommendations for resolution

Documentation & Process Management

• Establish and maintain standardized project documentation practices across the department.

• Develop, implement and enforce operational process and workflows.

• Ensure adherence to established standards for project organization and documentation.

• Serve as a lead resource for departmental best practices and process discipline

Collaboration & Communication

• Build and maintain collaborative relationships across the MarCom team and the College.

• Drive alignment, open communication, and shared accountability across cross-functional teams.

• Manage communications with external vendors and partners, to ensure successful execution.

• Model professionalism, diplomacy, and a collaborative team environment.

• Contribute to a positive team culture through effective communication and support

Continuous Improvement & Professional Development

• Identify, develop, and implement improvements to operational efficiency, workflows, and project management practices.

• Lead enhancements to department processes and operational practices.

• Pursue professional development in marketing, operations, and project coordination.
  

REQUIRED SKILLS AND EXPERIENCE:

• 5-7 years of relevant experience in operations management, project management, or marketing/communications operations.

• Ability to manage multiple priorities and meet deadlines.

• Strong written and verbal communication skills.

• Ability to work independently and take initiative.

• Proficiency in Google Workspace (Docs, Sheets, Slides, and Drive), with the ability to manage shared documents, track projects, and maintain organized file structures.

• Experience implementing and managing workflows or operational processes across teams.

• Detail-oriented with strong follow-through.

• Experience working across teams and managing competing priorities.

• Experience in marketing, communications, operations, or project coordination preferred.

• Strong project management and operational leadership skills.

• Independent problem solver

• Self-starter

• Highly organized

• Motivated and proactive

• Professional, positive, and collaborative

• Strong interpersonal and communication skills

EDUCATION AND CERTIFICATIONS:

Bachelor's degree in marketing, communications, business, or a related field, or equivalent combination of education and experience

Starting Salary: $45,699

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.