Marketing Operations and Project Management Specialist

Arizona State University; Tempe (AZ); On-site; USD 53,000 - 59,000; Full time

Benefits offered by this job

Flexible work options

Hybrid work arrangement

Job summary

Arizona State University’s Herberger Institute Marketing and Communications team seeks an External Relations and Advancement Specialist 2 to lead multi-channel marketing projects, from intake through completion, while managing budgets and vendor relations. The role reports to the Executive Director and supports university-wide campaigns at the Tempe campus.

The position focuses on coordinating workloads, timelines, and approvals, developing workflows, and providing reliable status updates to

Qualifications

• Experience managing multiple concurrent marketing projects.
• Experience designing project intake, prioritization, workflow, and closeout processes.
• Experience administering budgets and forecasts.
• Advanced spreadsheet and reporting skills.
• Experience administering project management platforms and marketing systems.
• Experience coordinating purchase orders, invoices, contracts, scopes of work, and vendor relationships.

Responsibilities

• Manage marketing projects from intake to closeout.
• Maintain project portfolio, schedules, and status reports; identify risks and delays.
• Coordinate project intake and prioritization with Executive Director and internal clients.
• Develop workflows, templates, SOPs, and naming conventions.
• Administer project-management platforms, dashboards, and data quality.
• Coordinate campaign production across channels; manage handoffs and approvals.
• Administer assigned marketing budgets; track spend, accruals, and forecasts.
• Prepare budget variance reports and audit-ready documentation.

Skills

Marketing project mgmt

Workflow design

Budget management

Marketing systems

Advanced spreadsheets

Vendor management

Cross-team communication

Job description

Job Profile: External Relations and Advancement Specialist 2

Job Family: External Relations and Advancement

Time Type: Full time

Job Profile Summary:
Develops and drafts intermediate to complex communication content and supports the communication strategy through storytelling and campaigns for university wide projects/efforts.

Job Description: The Marketing Operations and Project Management Specialist manages the systems, projects, and financial administration that support the Herberger Institute for Design and the Arts Marketing and Communications team. Reporting to the Executive Director of Marketing and Communications, the position manages multichannel marketing projects from intake through completion and administers marketing budgets through accurate tracking, reconciliation, and reporting.

The specialist coordinates priorities, schedules, resources, approvals, vendors, and operational workflows across advertising, email, social media, web, creative, video, and print. The position provides leadership with reliable information about project status, workload, spending, and risks and helps teams work consistently across the institute.

Position Salary Range:

• $53,000 - $58,500 annually, depending on experience within posted range

Essential Duties:

• Manage marketing and communications projects from intake and scoping through scheduling, production, approval, launch, and closeout.
• Maintain the project portfolio, master production calendar, assignments, dependencies, and status reports; identify risks, delays, and resource conflicts and recommend next steps.
• Manage project intake and prioritization processes in partnership with the Executive Director and coordinate expectations with internal clients and project owners.
• Develop and maintain workflows, project templates, standard operating procedures, naming conventions, approval paths, shared resources, and project archives.
• Administer project-management and collaboration platforms, including templates, dashboards, user access, data quality, training, and adoption.
• Coordinate campaign production across advertising, email, social media, web, creative, video, print, and external partners; manage handoffs, specifications, reviews, and approvals.
• Administer assigned marketing budgets, maintaining accurate records of planned spending, commitments, actuals, accruals, available balances, and forecasts.
• Initiate and track purchase orders, invoices, purchasing-card documentation, contracts, and vendor records; reconcile transactions and resolve discrepancies with finance, procurement, vendors, and project owners.
• Prepare budget variance reports and maintain complete, audit-ready project and financial documentation.
• Support campaign and operational reporting, review work for required approvals and compliance, and train institute partners on marketing processes and tools.

Desired Qualifications:

• Experience managing multiple, concurrent marketing or communications projects from intake through delivery.
• Experience designing project intake, prioritization, workflow, approval, capacity-planning, and closeout processes.
• Experience administering and working with marketing, content-management, analytics, or digital-asset systems.
• Experience administering budgets, including commitments, accruals, forecasting, reconciliation, variance reporting, purchasing documentation, and fiscal-year close activities.
• Advanced spreadsheet and reporting skills, including formulas, pivot tables, data validation, and dashboards.
• Experience administering project- or work-management platforms and working with marketing, content-management, analytics, or digital-asset systems.
• Experience coordinating purchase orders, invoices, contracts, scopes of work, and vendor relationships within established financial controls.
• Demonstrated ability to communicate project, capacity, spending, and risk information clearly and influence work across teams.

Working Environment:

• Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.
• Frequent bending, reaching, lifting, pushing, and pulling up to 25 pounds.

Department Statement: The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren't luxuries—they're essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines - combining science, engineering, design, storytelling and the arts to create solutions that benefit people and the planet. We're expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we're designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options(under unit/school discretion)

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation’s fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

A fingerprint check is not required for this position.