Project & CRM Operations Specialist - Office of Communications for Enrollment Management (OCEM)

University of Illinois at Urbana-Champaign; Urbana (IL); Hybrid; USD 45,000 - 48,000; Full time

Job summary

The University of Illinois Urbana-Champaign is seeking a Project & CRM Operations Specialist to coordinate OCEM project execution from intake through completion. The role handles project workflows, production coordination, measurement, reporting, and Slate-based operations and documentation.

The position also serves as the office's purchasing card holder, supports vendor relations, and ensures work is defined, prioritized, and consistently documented.

Qualifications

• Bachelor's degree required with at least 1 year in project management or administrative operations.
• Experience coordinating projects, organizing information, and using digital tools.
• Ability to manage timelines, milestones, and stakeholder communications.

Responsibilities

• Coordinate and track projects from intake to completion.
• Manage schedules, milestones, and deliverables.
• Support CRM operations and Slate workflows.
• Coordinate with vendors and production teams.
• Maintain documentation and records.
• Produce project metrics and regular reports.

Skills

Project coordination

Communication

Organization

Digital tools

Education

Bachelor's degree

Tools

Slate

Job description

Project & CRM Operations Specialist

Office of Communications for Enrollment Management (OCEM)

University of Illinois Urbana-Champaign

Job Summary

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.

Duties and Responsibilities

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, set up 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 spaces to ensure information remains current, organized, accessible, and easy to navigate.
• Help teammates understand where information belongs, how resources are organized, and where authoritative information can be found.
• Archive or remove outdated and duplicate materials in accordance with applicable records‑management practices.

Process Improvement & Operational Support

• Develop and maintain documentation for project workflows, Slate processes, purchasing procedures, vendor processes, and other recurring operations.
• Identify recurring issues, inefficiencies, and opportunities to improve workflows.
• Help establish and reinforce consistent project management and operational practices across OCEM.
• Collaborate with teammates to improve tools, processes, and systems that increase efficiency and reliability.

Physical Demands and Working Conditions

• This position requires the ability to transport, set up, break down, and handle multimedia production equipment and other materials weighing up to 20 pounds.

Work Schedule, Travel, or Other Job Expectations

• This position follows a hybrid work schedule, with regular in-person work Tuesday through Thursday and remote work Monday and Friday.
• Due to the operational and production responsibilities of the position, in-person availability is required as needed on any weekday, including regularly scheduled remote‑work days.
• Occasional evening and weekend work may be required to support multimedia productions, events, and other operational needs.

Minimum Qualifications

• Bachelor's degree.
• A total of one (1) year (12 months) in education, training, and/or work experience in project management, administrative operations, and/or related operational support. (Note: A Master's degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)
• Demonstrated experience coordinating projects and/or administrative activities, organizing information, and/or utilizing digital tools to support operational processes.

Preferred Qualifications

• Experience working in a related field, including project coordination, communications, marketing, administrative operations, higher education, and/or undergraduate recruitment.
• Experience working at the University of Illinois Urbana-Champaign or in a comparable higher education environment.
• Experience working with a customer relationship management (CRM) system, preferably Slate.
• Experience coordinating vendors, purchasing activities, events, or production logistics.

Knowledge, Skills and Abilities

• Ability to organize, coordinate, and track multiple projects and responsibilities simultaneously.
• Strong organizational skills and attention to detail, including the ability to maintain accurate records and well-organized information systems.
• Ability to communicate clearly and effectively with colleagues, campus partners, and external vendors.
• Proficiency with digital tools and the ability to learn new software, systems, and processes.
• Ability to identify workflow needs, solve problems, and support efficient and consistent operations.

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position. The expected start date is as soon as possible after the close of the search. The salary range for this position is $45,000 to $47,500 annually. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

This position is not eligible for any type of sponsorship for work authorization.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].