Program Assistant , Marketing and Communications

Department:
Alumni Relations & Development

Salary/Grade: NEX/12

Target hiring range for this position will be between $23.00-$25.00 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Job Summary:

The Program Assistant 4 (PA4) provides advanced administrative, financial, and project coordination support for the Marketing and Communications team in Alumni Relations and Development (ARD). This role manages calendars, monitors team and department inboxes, maintains records in the department's constituent relationship management (CRM) system, coordinates departmental operations, processes invoices and expense reports, maintains the team's print and digital libraries, and supports project management workflows across a highly productive and impactful team working in a fast-paced environment.

The PA4 serves as the primary administrative hub for a team of 20 staff members ensuring accurate and timely financial processing, maintaining organized systems, managing information flow, and supporting marketing production processes. The role supports team operations during recurring peak periods as well as unplanned, time-sensitive moments that require rapid re-prioritization and clear communication with stakeholders.

This position requires strong organizational skills, careful attention to detail, comfort using technology and databases, discretion when handling private or sensitive information, and the ability to independently manage shifting priorities in a complex environment.

Please note:

This role is eligible for a hybrid work arrangement, up to two days remote and three onsite

• Manages calendars for the Senior Associate VP and Senior Executive Director.
• Coordinates travel for Mar Comm team.
• Plans and supports team meetings, retreats, and other engagements.
• Maintains team schedule and calendar, sharing upcoming team member travel/out-of-office/etc. details in a weekly email to the team.
• Coordinates inventory of printed marketing materials and distribution to schools/units.
• Manages shared inboxes, triaging and routing emails based on content, sentiment, and urgency.
• Serves as the primary administrative contact for the Mar Comm team, ensuring organized systems, timely follow-up, and closed communication loops with stakeholders.
• Orders supplies, manages office logistics, and maintains common resources.

• Independently drafts and responds to correspondence.
• Creates and maintains spreadsheets, databases, and presentations.
• Maintains the print and digital marketing materials libraries.
• Prepares reports, charts, and metrics based on information from multiple systems.
• Develops regular reports on marketing activity for ARD leadership.
• Pulls reports as requested by Mar Comm team members.
• Serves as the Systems Support Representative (SSR) for the team, providing first-level support for the CRM and other systems.
• Organizes shared drives and ensures file structure consistency.
• Maintains accurate records and updates notes in ARD's CRM.
• Creates surveys and generates reports of survey findings through survey software.

• Processes invoices, vendor payments, reimbursements, and expense reports-including daily social media advertising invoices.
• Communicates with vendors about status of invoices/payments.
• Tracks spending across multiple budgets, which may belong to several teams.
• Monitors budget statements and reconciles charges to ensure accuracy.
• Identifies and resolves discrepancies or expiring subscriptions/renewals.
• Assists with annual budget preparation and fiscal year-end close.

• Supports the weekly production meeting process: preparing materials, capturing updates, assigning tasks, and following up with team members and internal clients.
• Maintains project management software (e.g., Smartsheet or similar tools) and assists in creating project metrics and team and staff member reports.
• Will assist with updating resources on the internal Sharepoint site.

• Screens and prioritizes incoming calls and messages, emails, and mail.
• Responds to inquiries and provides interpretation of basic policies and procedures.
• Coordinates with ARD IT, Facilities, vendors, and campus partners.
• Maintains discretion when handling confidential information or sensitive correspondence.

Performs other duties as assigned.

• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

• Administrative Support:
  Ability to independently manage workflows, calendars, materials, and priority tracking with high reliability and follow-through.
• Organization and Prioritization:
  Ability to coordinate multiple complex tasks and deadlines using structured systems, tools, and planning approaches.
• Technical and Learning…