Position Title

Marketing Project Coordinator

Team

Marketing and Communication

Date

06/27/25

Reports To

Senior Project Manager

Position Status

X

Exempt

Non-Exempt

1. PURPOSE 

This role is part of an integrated Marketing and Communications team that drives promotional and internal communication efforts for Augsburg University and Luther Seminary. Reporting to the Project Manager, this position provides project support, assists with work direction for staff (from both institutions), and serves as a liaison with campus partners to execute marketing and communication initiatives. Key responsibilities include supporting the project management system workflow, assisting with production timelines, researching promotional products, and fostering collaboration across teams and stakeholders. The role also oversees financial coordination (invoicing/purchase orders) for marketing deliverables and supports campus partners with the project management tool.

1. KEY RESULT AREAS 

Project Support Responsibilities

1. Assist in oversight of project production schedules for assigned campus partners, ensuring timely execution and clear communication of progress to the manager, project team, and stakeholders.
2. Ensure that institutional policies and guidelines are followed; develop and maintain productive relationships with printers and related on-campus offices; ensure accurate, on-budget, and on-time management and delivery of marketing jobs. 
3. Assist in finalizing projects, including verifying all deliverables are completed, obtaining stakeholder approvals, and documenting outcomes to ensure seamless closure.
4. Collaborate with vendors to research, evaluate, and recommend high-impact promotional products tailored to client objectives, ensuring quality, cost-effectiveness, and brand alignment.
5. Lead end-to-end project management for website and assigned projects, ensuring alignment with organizational goals, timelines, and stakeholder expectations. 

Invoice Management Responsibilities

1. Manage vendor invoices and purchase orders, ensuring timely processing and budget manager approval.
2. Communicate with vendors to track and secure missing invoices prior to fiscal year-end closing.
3. Proactively communicate with accounts payable, internal stakeholders, and vendors to resolve discrepancies, ensure accurate financial records, and maintain compliance with accounting deadlines.

Project Management System Responsibilities

1. Serve as liaison to campus partners and the account representative as the internal subject matter expert on the platform.
2. Conduct training sessions with internal partners to onboard and upskill teams on the project management system, ensuring adoption and proficiency.

General Responsibilities 

1. Support internal communications by managing ongoing initiatives, including daily A-mail and Community Announcements and overseeing shared marketing and communication email accounts.
2. Support execution of social media strategy as requested. 
3. Facilitate meeting scheduling by coordinating availability and booking rooms (if needed) with MarComm team and campus partners. 
4. All other duties as apparent or assigned by supervisor(s).

1. RELATIONSHIPS 

1. Reports to: Senior Project Manager
2. Collaborates on work assignments with the marketing team and other colleagues in the integrated marketing and communication division.
3. Internal relationships with: A variety of partners at both institutions, including student writers, VPs, directors, managers, and associates.
4. External relationships with design, print, and promotional item vendors.

1. JOB SPECIFICATION

1. Commitment to the mission and vision of both institutions.
2. Desired education and experience:
3. 1. Bachelor degree in marketing, communication, business, or related field.
   2. At least one year experience in marketing-related position, project coordination position, or administrative position. 
4. Desired knowledge, skills, and abilities:
5. 1. Ability to successfully work as part of a team as well as independently with little supervision.
   2. Ability to prioritize in a fast-paced environment with superb attention to detail.
   3. Excellent interpersonal, project management, and organizational skills; strong oral and written communication skills.
   4. Ability to work effectively and collaboratively in a diverse work environment.
   5. Ability to reason/analyze, maintain confidentiality, and demonstrate patience.
   6. Ability to assess situations critically, identify root causes, and resolving issues efficiently.
   7. Ability to show initiative, organize workflow, manage multiple projects at one time and handle frequent interruptions.
   8. Knowledge of ELCA and Christian organizations helpful.
   9. Experience with project management systems strongly preferred.

1. DISCLAIMER

To perform this job successfully, an individual must be able to perform the primary job responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this description at any time without notice.