Marketing Operations and Project Management Specialist

Job Profile

External Relations and Advancement Specialist 2

Job Family

External Relations and Advancement

Time Type

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

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.

herbergerinstitute.asu.edu ↗

Why work at ASU - cfo.asu.edu ↗ : Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid

• Comprehensive package of affordable benefit plans and programs

• Access to world-class educational opportunities at deeply discounted rates

• ASU's total compensation estimator shows the approximate value of your overall compensation

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options (under unit/school discretion)

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.

• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement

Driving is not required for this position.

Location

Campus: Tempe

Funding

No Federal Funding

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Instructions to Apply

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub .

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment info