Project Specialist
University of La Verne

Job Info

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The Project Specialist within the Office of Strategic Marketing and Communications is a dynamic professional with a passion for driving results and delivering top-notch service. This key player thrives in a fast-paced environment, tackling multiple projects with enthusiasm and efficiency. This role involves seamlessly navigating through tasks, anticipating roadblocks, and ensuring timely project completion. The Project Specialist is at the forefront of project initiation, prioritization, and execution, ensuring smooth operations from request to delivery. Serving as the primary liaison for our campus partners, this role provides transparent communication into project development across the Communications, Marketing, Creative Services, and Operations teams.

• Serve as office liaison to campus community partners on behalf of the Office of Strategic Marketing and Communications; obtain correct information on project requests and continue to update campus partners on progress, timelines, proofs, and revisions; share project intake information with internal team leads to determine best strategy for projects. Follow professional, courteous, client service protocols.

• Schedule kick-off meetings with campus partners as project requests are submitted to the department. Oversee a diverse range of tasks, juggling multiple projects simultaneously, and provide exceptional customer service throughout the project. Provide prompt, detailed, consistent, and effective communication and project updates to campus partners, internal team, and key stakeholders as needed. Ensure information and changes are accurately interpreted and documented in project management platform. Ensure MarComm team has all resources available to complete their scope of work.

• Solve business problems, escalate issues or risks, and communicate progress and information. Request internal and external resources to support completion of project activities, changes, scope, and budget.

• Oversee and direct construction of projects from conception to completion, reviewing the project in-depth to ensure the highest quality standards are met. 30 Page 2 of 6 Track and monitor tasks and projects as they move through the workflow and identify any obstacles that team members may meet.

• Monitor daily project performance through active task by assignee report to evaluate individual tasks, progress, and shift resources as needed if changes arise. Allocate resources, establish timelines, and build individual task assignments.

• Coordinate freelance designers, photographers, videographers, and other external vendors that may be hired for projects. Secure bids from vendors; facilitate and secure approval of hiring parameters (opening purchase orders/requisitions) with campus partners and internal staff. Schedule external vendors based on availability and timeline.

• Supervise on-site vendors and direct work as needed.

• Incorporate relevant best practices to analyze and improve organizational processes, and identify methods to improve quality, productivity, and efficiency.

• Work with the Associate Director of Integrated Marketing and Analytics to pull reports to show insights, trends, efficiencies, and areas for improvement for project management platform.

• Assist the Executive Director of Operations and Integrated Marketing with processing invoices, check requests, purchase orders, and credit card charges, for the MarComm team. Track and document expenditures for division.

• Be a culturally competent employee who attends/completes mandatory diversity and inclusivity trainings as provided by the university.

• Other duties as assigned.

This job has expired.