Project & CRM Operations Specialist - Office of Communications Enrollment Management; OCEM

Project & CRM Operations Specialist
Office of Communications for Enrollment Management (OCEM)
University of Illinois Urbana-Champaign

The Project & CRM Operations Specialist coordinates the operational execution of OCEM projects and communications from intake through completion. This position manages project workflows, coordinates production and vendor needs, supports measurement and reporting, executes communications and processes within Slate, and maintains organized office documentation and resources. The role also serves as the office's primary purchasing card holder and helps ensure work is clearly defined, aligned with priorities, completed on time, accurately executed, and consistently documented.

Project Management & Coordination

• Manage project intake, ensuring requests include clear objectives, scope, audiences, deliverables, timelines, and other necessary information.
• Coordinate and track projects from intake through completion, maintaining accurate project status, milestones, deadlines, and deliverables.
• Route and prioritize work within established OCEM workflows and help ensure projects align with unit priorities and goals.
• Coordinate schedules, meetings, approvals, and other project needs with teammates and stakeholders.
• Identify potential delays, dependencies, or bottlenecks and elevate issues when needed.
• Close completed projects, ensuring final deliverables, results, and documentation are appropriately recorded and archived.
• Coordinate collection of project and campaign metrics and support regular reporting and sharing of results.

CRM & Slate Operations

• Build, test, and execute communications, events, forms, and other operational processes within Slate.
• Support audience management and segmentation, including queries and populations as appropriate.
• Review and test Slate communications and processes to ensure accuracy and proper functionality before launch.
• Maintain organized and consistent communications, templates, folders, events, and other assets within Slate.
• Troubleshoot routine Slate issues and coordinate resolution with teammates and stakeholders.
• Maintain documentation and follow established standards for CRM operations.

Purchasing, Vendor & Production Coordination

• Serve as the primary purchasing card holder for OCEM, making and documenting authorized purchases in accordance with university policies and procedures.
• Maintain accurate purchasing records, receipts, reconciliations, and supporting documentation.
• Coordinate with external vendors for printing, mailing, promotional materials, and other products and services.
• Manage quotes, specifications, schedules, proofs, deliverables, and other vendor-related details.
• Coordinate and provide on-site support for communications and multimedia productions, including scheduling, locations, equipment, setup and breakdown, transportation and handling of production gear, participant coordination, and other production needs.
• Attend multimedia shoots as needed to provide hands‑on production and logistical support.
• Assist with identifying, scheduling, and coordinating students, faculty, staff, and other participants for photo and video productions.
• Track expenditures and support inventory management as needed.

Documentation & Information Management

• Serve as a steward of OCEM documentation centers, shared files, and other knowledge resources.
• Develop and maintain clear, intuitive organizational structures for files, documentation, templates, and shared resources.
• Establish and document conventions for file organization, naming, storage, archiving, and related practices.
• Regularly review and maintain shared documentation…