Communications Associate

NOTICE OF POSITION VACANCY

FULL-TIME YEAR-ROUND POSITION

POSITION: Communications Associate

DEPARTMENT: Pew Center for Arts and Heritage

DESCRIPTION: Facilitate the work of the Center and PCMI by providing day-to-day administrative, programmatic and logistical support, ensuring effective and efficient operations. Position is a critical interface between PCMI and multiple internal and external parties.  Position is also critical support for Core functions related to Center-wide communications and databases. 

Facilitate the work of the Center by providing critical day-to-day administrative and logistical support, ensuring effective and efficient operations. Position is a critical interface between the Center and multiple internal and external parties.  Position is also critical support for Core functions related to Center-wide communications and databases. 

Under the direction of the Senior Marketing and Communications Specialist and in close cooperation with Initiative and other Center resources, strengthen the way we reach constituents and other stakeholders with necessary information:

  • Provide administrative support to the Senior Marketing and Communications Specialist, including the scheduling of meetings, preparing agendas, and writing up notes to distribute to the team after the meetings;
  • Serve as the system administrator for maintaining PCAH’s customer relationship management database (this includes table maintenance, data entry, regular and ad hoc reporting, mailing list maintenance and backups);
  • Generate and coordinate the production of monthly and ad hoc communications reports and analyses incorporating statistics from the Center’s presence on Facebook, Twitter, Vimeo, Google Analytics, AdWords, etc.; 
  • Perform updates to the Center’s website and associated content on social media sites such as Twitter and Facebook, making sure that such content reflects the Center’s branding and organizational changes as necessary, and
  • Occasionally manage the work of temporary employees, vendors and other contractors hired to support the functions outlined above. 

ESSENTIAL FUNCTIONS:                                                                                 

ADMINISTRATION (tracking, record-keeping, production & data)

  • Administer the Center’s customer relationship management software application, which is currently Salesforce. Ensure data integrity by looking for and removing duplicate records, managing associated alerts; perform weekly backup exports; monitor the quality of the data and ensure that the appropriate staff are updating grants, events, contacts, and meetings; refresh the Campaign Monitor connection; run ad hoc and regular reports; field questions and train new staff on how to use the software; edit the layout of screens and the naming of fields, etc.
  • Generate and coordinate the production of monthly and ad hoc communications reports and meaningful analyses incorporating statistics from the Center’s presence on Facebook, Twitter, Vimeo, Google Analytics, AdWords, etc.:
    • Analytics Reports: prepare monthly and quarterly reports and email briefings for the Directors.
    • Communications Reports: compile meaningful statistics from Facebook, Twitter, Vimeo, Google Analytics, AdWords, etc.
    • Senior Staff Reporting: remind Associates monthly to make additions to the current spreadsheet, then archive and relay reports to the Executive Director and the Director of Pew’s Philadelphia Program, after approval by the Senior Marketing and Communications Specialist.
    • Media Reporting: remind Associates quarterly to provide key information, and then aggregate all of the numbers.  Archive and relay reports to the Executive Director and the Director of Pew’s Philadelphia Program, after approval by the Senior Marketing and Communications Specialist.
  • Provide administrative support to the Senior Marketing and Communications Specialist, including but not limited to managing the scheduling and documentation of departmental meetings, the preparation of agendas, and drafting and distribution of written minutes for distribution to the team after meetings.
  • Occasionally manage the work of temporary employees, vendors and other contractors hired to support the functions outlined above.    

EXTERNAL COMMUNICATION

  • Maintain Mailing List. Housed within Salesforce, ensure the links to Campaign Monitor are maintained; edit existing lists and implement new ones, including Director-identified priority press and influencers lists, including any and all edits to contacts passed on by the Center’s Executive Director or Campaign Monitor (unsubscribes, etc.).  Administer Center’s Cision account. Assist in planning and execution of Center mailings.
  • Perform updates to the Center’s website and associated content on social media sites such as Twitter and Facebook, making sure that such content reflects the Center’s branding and organizational changes as necessary.  Make sure that crediting language and the Center logo are deployed correctly.
    • Add images to web pages, maintain the Image Library Dropbox, and oversee the abbreviations spreadsheet to keep all items consistent with existing naming conventions. Administer planned digital asset management system.
    • As directed, write newsroom entries, perform editing as needed.
    • As backup to the Communications Specialist, update the homepage daily.
    • Maintain the Center’s presence in Social Media and video sharing sites, including daily posts to Twitter and Facebook, as well as the updating of settings and organizational information, creating cover photos, adding grantee and event images to photo albums, and maintaining the calendar of posts.
  • Serve as the Center’s point person for day-to-day communication in Video Editing or other projects that may be assigned.

OTHER

  • Carry out other such duties as may be assigned or requested. Contribute to Center activities as required. Actively participate as a member of the Center’s community.    

REQUIREMENTS:

Education / years & type of experience:  Requires education and experience in a field or fields related to arts and culture.  The ideal candidate would hold a bachelor’s degree or its equivalent and have four years of administrative work experience in a related field.  However, a Master’s degree with two years of work experience would also be acceptable, as would at least six years of advanced Administrative Assistant level experience in an arts organization without a bachelor’s or master’s degree.  Must have project scheduling experience and knowledge of general office practices and procedures. You must be an excellent and experienced writer.  Editorial and not-for-profit experiences are preferred.

Baseline Knowledge & Skills:  Strong organizational skills and an aptitude for administrative work along with an interest in and understanding of the nature of cultural practice.  Excellent communication skills. Effective interpersonal skills to successfully interact with a variety of people, including colleagues in the University, at the Pew Trusts, the arts community (consultants, grant recipients, applicants), and the general public with diverse cultures and backgrounds. Advanced reasoning skills. Familiarity with non-profit administrative functions and project scheduling. Fluency in the Microsoft Office Suite (Excel, Outlook, Word, PowerPoint, and Access). Good word processing skills.  Competence in PhotoShop, fluency in web content management systems, Extensis or other digital asset management systems, and customer relationship management applications such as Salesforce.

Abilities: Ability to work independently and as a team-member. Ability to work closely with a supervisor. Ability to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive situations. Ability to exercise a high level of discretion and confidentiality (in interactions with both internal and external people) concerning all work-related information. Ability to maintain detailed records in computerized and paper record keeping and filing systems. Ability to tolerate paperwork and respect administrative procedures while remaining flexible and resilient. Ability to know when to ask questions and when to take initiative. Ability to articulate ideas, both verbally and in writing.  Empathy for the needs of non-profit organizations and independent artists is required.                   

To Apply:  Qualified applicants should submit letters of application and resumes to Human Resources at jobs@uarts.edu.  The University of the Arts is an equal opportunity employer, offering a competitive compensation and benefit program  including, medical, dental, vision and life insurance, paid time away from work, and retirement savings.