Minimum Qualifications:
Master’s degree or equivalent in a related field and five (5) years’ experience in community engagement, project management, and/or public relations. An equivalent combination of education and experience relevant to the role may be considered for this position.
This role works independently to support the strategic priorities, including the planning, implementation, and evaluation of community partnerships, special programs, and strategic communications by employing a broad range of administrative direction, project management, and community engagement skills. Position includes direct communication with target audiences, as well as activities that facilitate communication by the Dean, Chair, Center/Institute Director, or other specified program, as well as program management. Conduct operations successfully with diverse individuals, maintaining confidentiality, with minimal direct supervision, and in-depth knowledge of the operations of the academic units and overall knowledge of the university.
Scope: School-wide strategic reach and institution-wide visibility and interaction
Job Duties:
Direction of Programs:
- Leads and serves as point of contact for communications activities in line with specific research programs and community outreach efforts, in coordination with the institutional Strategic Communications and Branding team.
- Assist in data collection and input for annual reports
- Exercises independent judgment, seeking appropriate counsel, to initiate follow-up with faculty, staff, and students to ensure all activities are accomplished in a timely manner
- Exhibits consistency and dependability as well as the ability to assess sense of urgency in decision making and problem solving for successful outcomes.
- Exercise flexibility to accommodate hours and days to accomplish the administrative needs of the Dean, Chair, or Center/Institute Director.
- Develop and maintain an internal and external benchmark repository
- Manage and support special programs
Direction of Internal and External Communications:
- Oversees major correspondence with responsibility for ensuring accuracy and timeliness of communication and responses.
- Maintains a broad organizational perception to effectively carry out the internal and external relationships of the office.
- Prepares and coordinates the development and production of executive presentations/talking points/opening remarks for speaking engagements, legislative testimony, development activities, and similar high-profile events, including executive-level events.
- Reviews communications for accuracy, clarity of content, and overall continuity.
- Coordinates with the VP of Marketing and Media Communications on media and publication matters, both internal and external.
- In collaboration with UTMB Strategic Communications and Branding, School or Department or Center/Institute executive leadership, and UTMB Development Office:
- Assist in developing a comprehensive communication plan related to a variety of priorities, initiatives, and events.
- Assist in the coordination of fundraiser events, including meetings, minutes, publicity, budget management, and correspondence.
- Provide building tours and history to potential donors/alumni, as requested.
- Plan, produce, and distribute internal and external communications regarding emergencies and crises with potential to affect operations and/or reputation.
- Proactively manage content of websites (develop and update content – webmaster) and social media accounts targeted to news media, internal/external audiences, potential students, and potential faculty/staff.
- Produce content for internal communications initiatives such as email newsletters, including news articles, feature stories, and Q&A interviews, and assist with creation in email distribution platforms, such as Constant Contact.
- Compose, edit, and develop talking points/scripts, messages, written communications, presentations, background sheets, and other strategic communications and supporting materials as appropriate.
- Develop and implement marketing and branding initiatives, strategies, and materials, including the establishment and maintenance of a strong social media presence.
- Primary composer, and editor of the Dean, Chair, or Center/Institute Directors presentations and written communications.
- Develop and maintain a published annual report.
Direction of Institutional Collaborations:
- May assist Dean, Chair or Center/Institute Director in developing both short- and long-range strategic initiatives and opportunities
- As directed, serves at the request of the Dean, Chair, or Center/Institute Director on UTMB and external committees and advisory boards, as appropriate. Professionally serves to represent the School/Center/Institute to increase positive visibility, maintain strategic partnerships, and overall productive exposure of UTMB.
Executive Level Support and Direction:
- Provides high-level administrative support; prepares agenda, presentations and works with the Dean, Chair or Center/Institute Director to develop committee structure and by-laws changes as needed.
- Performs highly responsible administrative responsibilities while maintaining confidentiality, including independent problem solving, project planning and coordination; liaison with all entities and agencies to facilitate interactions; production of agendas and minutes for distribution in a timely manner; and coordinating and planning to ensure advance preparation for meetings.
- Responsible for directing the successful and timely execution of various projects related to supporting the functions and operations managed by the Dean, Chair or Center/Institute Director.
- Exercises complete discretion and professional judgment.
- Manages multiple competing priorities and deadlines independently and in an expeditious manner.
- Maintains professional growth and development and keeps abreast of the latest trends in areas of expertise.
- Demonstrates accurate knowledge of relevant policies, rules, and regulations affecting decisions and interpretations. Remains alert to changes in regulations and responds promptly to meet them.
Knowledge/Skills/Abilities:
- Excellent written, oral, and interpersonal communication skills.
- Strong attention to detail and commitment to accuracy.
- High level of sensitivity to confidential information.
- Independent planning and problem-solving skills.
- Proven ability to maintain productivity and professionalism when working under multiple deadlines.
- Competence with electronic media, including web content management system and social media.
- Ability to work effectively and directly with people at all levels of the institution.
- Expertise with PowerPoint.
- Familiarity with design principles.
Salary Range:
Commensurate with experience.
