Marketing and Business Operations Coordinator

Salary/Position Classification

• $53,500+ Annual, Dependent on Experience, Exempt
• 40 hours per week
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

The position’s responsibilities support Memorial Union services and operations through department-level marketing communications, graphic design, digital content management including Memorial Union websites, special projects, and general support for administrative and procurement tasks. The position also manages Dakota Student department business operations and human resources functions to support the student staff newspaper/media services team.

For more information on the Memorial Union and Dakota Student visit the following websites:

https://und.edu/student-life/union/index.html

https://dakotastudent.com/

Duties & Responsibilities

• Memorial Union department-level digital marketing communications, website management and special projects.
  • Develop and manage MU website design, narrative content, and visual assets including photography and video in collaboration with MU department staff using Modern Campus CMS platform and Site improve or other content tools. 
  • Ensure all MU website content meets WCAG Level 2.1 AA (web content accessibility guidelines) and remains in compliance per UND issued standards, ensure content readability, usability, and AP style. 
  • Monitor and identify website maintenance issues on department-level site pages and remediate identified issues. 
  • Serve as a department resource for web, marketing, and UND brand guidelines. 
  • Adhere to UND brand standards and utilizes UND design templates in the development of department marketing, resource, or printed materials. Work with software such as PowerPoint, Canva, Photoshop, and other Adobe Creative Suite products as applicable. 
  • Create and coordinate content and designs for MU communications which may include: digital or fixed displays, video footage for special projects, building operations signage, and enhanced floor plans, or wayfinding maps etc. 
  • Use department camera to document MU department sponsored or internal events, programs, training sessions/workshops, and event venue, meeting room, or space setup configurations. 
  • Develop digital student staff training resource materials, presentations, or modules in collaboration with MU Operations Coordinator or other MU staff. Participate in department or special committees in collaboration with MU building occupants/partners, other UND partners in support of MU building art, décor, UND branded design elements, and special or environmental branded installations. Maintain marketing, branding, and graphic design technical knowledge by attending campus workshops and training programs. Serve as department lead for content generated for UND Student Life or MU department-level social media accounts.
  • Collaborate with Dining & Housing Marketing staff on building-wide operations interfaces as applicable in support of services. 
  • Facilitate or serve as a lead contributor to MU department marketing coordination to support projects focused on mission or unit functions. 
  • Represent the MU through participation in monthly UND Marketing Council meetings. 
• Memorial Union building-wide digital displays & video board technology management
  • Design department-level templates and graphics for building-wide digital display signage.
  • Research, coordinate, and manage the use of multimedia or licensed streaming content for use with building digital displays or programming venue video board. Works with UND Procurement, Athletics, other campus partners or external entities as applicable.
  • Work in collaboration with MU Scheduling and Event Services staff on digital technology, graphic design or content management or interfaces to support scheduled events or building supported services with campus partners and internal/external clients and entities as requested.
  • Work in collaboration with MU staff, UND University Information Technology or Marketing & Communications departments or external vendors to provide backup troubleshooting support for MU building digital display and video board equipment. 
• Dakota Student Business Operations, Advertising/Marketing Oversight and Support
  • Provide resource support to the Editor-in-Chief, editorial, writing/reporting, specialty, or advertising staff to increase marketing awareness of the Dakota Student.
  • Provide support for Dakota Student credit-bearing internship opportunities in journalism, marketing, advertising, business, art, photography or other related areas in coordination with the UND Department of Communication.
  • Oversee Dakota Student general administrative office duties, supply and equipment purchases, and routing of phone and business traffic.
  • Coordinate newspaper printing and website host agreements through UND Procurement.
  • Ensure Dakota Student website content meets WCAG Level 2.1 AA (web content accessibility guidelines) and remains in compliance per ADA or UND issued standards, ensure content readability, usability, and AP style.
  • Monitors and identifies website maintenance issues on department-level site pages and remediate identified issues.
  • Design and prepare advertising forms (contracts, advertising fact sheets, schedules, rate cards etc.) for the Dakota Student website or email distribution.
  • Ensure business operations functions and advertising policies utilized are consistent with UND policies and procedures.
  • Ensure Dakota Student newspaper/media services and operations adhere to and are in compliance with approved UND and State of North Dakota State Board of Higher Education (SBHE) student media policies.
  • Oversee customer advertising sales and department or vendor account information.
  • Inform advertisers through email, phone or other communications of policy changes, credit and/or collection changes.
  • Oversee and/or develop graphics and layouts for advertisements that appear in the Dakota Student printed newspaper, online newsletters, website content, or podcasts as needed or requested by vendors.
  • Oversee the newspaper printing process and provide support for the newspaper distribution process as needed.
  • Administer monthly advertising sales invoice processes and account collection follow-ups via Dakota Student Nelnet payment site.
  • Prepare, process and track Dakota Student revenue deposits in accordance with internal auditing and accounting procedures.
  • Coordinate Sales Tax remittance to the State Tax Department as required by UND policy.
  • Provide oversight support or coordinate Dakota Student benchmarking processes or needs assessments to inform operational decisions.
  • Monitor Dakota Student budget revenues and operating expenditures. Work with Dakota Student Editor-in-Chief to ensure staffing and operational expenses remain within allocated budget targets. Work with MU Director on Dakota Student fiscal year budget reviews, preparation, and budget request proposals.
  • Responsible for Dakota Student financial files and records management/retention as required by UND policy.
  • Prepare cost estimates to support annual Dakota Student travel requests and coordinate all approved travel arrangements and travel reimbursement paperwork.
  • Manage and maintain Dakota Student office, electronic, or archival files.
  • Create or prepare data or written content for annual reports, strategic plans, infographic files etc.
  • Coordinate purchasing, maintenance or service agreements for small office or computer replacement equipment as needed.
  • Work with the Associate Director, MU Facilities and Operations to document Dakota Student office and computer equipment property inventory. 
  • Collaborate with Editor-in-Chief to ensure that Dakota Student operating procedures are reviewed and updated as needed. 
  • Serve as the department liaison for coordination and continuity with UND Department of Communication faculty member identified to provide mentorship to Dakota Student staff members on journalism practices and principles.
  • Serve as the department liaison for coordination and continuity with volunteer members who may serve on a Dakota Student Alumni Advisory Committee. 
• Student Employee Human Resources and Payroll Functions for DS & MU
  • Complete Human Resources and Payroll personnel actions for student employees in accordance with UND institutional guidelines.
  • Write and maintain job descriptions for direct reporting student staff positions and ensure all position descriptions incorporate student learning outcomes.
  • Collaborate with Dakota Student Editor-in-Chief (EIC) for student staff position descriptions that report directly to the EIC (includes positions focused on: writing, editing, photography, graphic design/art, podcast and newspaper production, and delivery distribution). view, hire, schedule, and terminate direct reporting student staff using UND recruitment and staff management platform
  • Coordinate and facilitate Dakota Student Editor-in-Chief selection/hiring processes annually, or other time periods as needed.
  • Oversee onboarding and exit interview processes for direct reporting student staff (DS Advertising Representative/s or MU marketing or project assistants).
  • Ensure UND mandatory training, timekeeping and payroll processes are completed for all reporting DS or MU staff.
  • Monitor staff payroll hours in coordination with the DS EIC to ensure expenditures remain within Dakota Student budget levels.
  • Conduct or oversee DS or MU orientation and/or training for new direct reporting staff.
  • Coordinate meetings with direct or indirect reporting staff to meet operational needs.
  • Coach and provide staff constructive feedback to ensure customer service expectations are met or exceeded.
  • Empower staff to resolve or appropriately refer concerns or challenges by educating staff on applicable policies and procedures. 
• MU Department Administrative Office & Procurement Support
  • Coordinate procurement of department-branded apparel or other materials through UND approved Procurement processes and approved vendors.
  • Process project orders for MU department marketing materials through UND Marketing & Communications, Print and Mail Center or other agencies or outside vendors.
  • Serve as department point of contact for UND Print and Mail Center for Uniflow copier services. Coordinate machine servicing, supply orders, and user access changes.
  • Serve as department point of contact for UND University Information Technology for Uprint machines located in the MU. Coordinate machine servicing and supply orders.
  • Serve as UND Marketplace shopper and requestor to facilitate or support department purchasing of office equipment or supplies. 
  • Serve as department point of contact for UND Unified Communications services.
  • Access, distribute, or initiate campus mail services for department. 
  • Serve as department resource for UND general administrative office functions and processes. Ensure Human Resources compliance information is posted as may be required. 
  • Serve as department resource for UND records retention. Facilitate annual processes as required. 
• Department and University Involvement, Training and Professional Development, and Other Duties as Assigned 
  • Participate in department and divisional staff meetings, retreats, trainings, and other events as required.
  • Participate in and supports MU department-wide student employment program work teams/committees, training and recognition programs.
  • Provide supplemental event setup or day-of-event support as requested during peak event volume or for high-profile, large, or complex events. 
  • Support the MU Building Emergency Action Plan
  • Participate in specialized training to include: NIMS, Fire, Severe Weather and General Emergency Preparation and Response Procedures and Evacuation, Shelter-in-Place, Active Shooter, Blood Borne Pathogens, Hazard Communication, Trauma or AED Kits. 
  • Serve on University committees.
  • Participate in professional associations, conferences, workshops, training sessions and/or other professional development opportunities to support overall department/s roles. - 

Required Competencies

• Staff or volunteer coordination and/or supervision experience.
• Experience monitoring and/or managing budgets.
• Ability to demonstrate critical thinking, problem-solving, organizational and written and oral communication skills.
• Ability to coordinate and manage planning details, logistics, deadlines and priorities.
• Ability to travel locally to generate or support advertising sales and newspaper distribution for the Dakota Student as may be needed.
• Possess a student-centered philosophy committed to supporting an inclusive work and campus environment focused on the building of campus community.
• Knowledge of/experience with higher education marketing trends.

Minimum Requirements

• Bachelor’s degree
• One (1) year of experience working in a media relations environment (i.e. Marketing, Advertising Practices/Sales, Communications, Public Relations, Graphic Design Services, Journalism or other related field).
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Two years of experience working in marketing communications, media relations, or general business environment
• Experience using website content management systems, HTML, digital newsletters or blogs.
• Experience with web analytics processes, data reporting or use of social media or other marketing strategies to improve website effectiveness.
• Experience with general business or retail service financial processes such as billing/invoicing, cash handling and/or credit card payment systems.
• Experience supervising, coaching, advising or mentoring student staff or volunteers within a University or other educational setting.
• Experience with AP Style.
• Experience with podcast production.