Engagement and Outreach Specialist

Updated: about 2 months ago
Location: Greenville, SOUTH CAROLINA
Deadline: 30 Nov 2020

Position Details


Job Title Engagement and Outreach Specialist
Position Number 901654
Vacancy Open to ECU Employees
Time-Limited No
Department Homepage https://thcas.ecu.edu/
Advertising Department ARTS & SCIENCES-DEAN'S OFFICE
Division Academic Affairs
Classification Title 10422 Admin Support Specialist
Competency Level 3 - Advanced
Working Title Engagement and Outreach Specialist
Number of Vacancies 1
Full Time Equivalent (FTE) 1.0
Full Time or Part Time Full Time
Recruitment Range $31,200 - $50,876
Anticipated Hiring Range $41,250 - $43,500
Salary Grade Equivalency GN06
Work Schedule M-F
Work Hours 8-5:00
Position Location (City) Greenville
Job Category Staff - Office/Clerical
Organizational Unit Overview

Thomas Harriot College of Arts and Sciences in the Division of Academic Affairs is the largest college at ECU. The college aims to provide our students with a well-rounded education that uniquely positions our alumni to explore and discover how to make a difference in our world. We house a total of 16 academic departments, including Economics, Criminal Justice, and Biology, to name a few. We offer the majority of the general education courses to every student who calls ECU home, and we offer more than 50 undergraduate and graduate degree programs, as well as several centers and auxiliary operations.

Job Duties

Public Contact and Communication:
The Engagement and Outreach Specialist has daily contact with students, staff, faculty, administrators, friends of the college, donors, vendors, and special guests. This employee receives and directs email, telephone, and walk-in inquiries in the Dean’s office. Routine and non-routine inquiries are answered or routed to the appropriate staff member, associate dean, or internal/external unit to the college. This necessitates assessing the nature of the inquiry, answering questions based on knowledge of policy and procedures, determining the appropriate unit to which to direct the caller or visitor, or problem-solving to resolve new and unprecedented situations. This employee will facilitate and integrate the use of new processes and platforms, such as Teams, to ensure faculty and staff are engaged in orientation, recruitment, and donor stewardship activities no matter what the venue or circumstances. Stewards donors via the distribution of thank you letters and gifts. Assists the Director of Marketing and Communications with social media and website updates.

Creates and communicates routine and non-routine messaging for a broad range of programs and audiences across Harriot College. Using program knowledge and appropriate language for the target audience, creates invitations, content for advancement council emails, and edits remarks for college events. Has to maintain an acute awareness of time and sensitivity toward keeping constituents informed of college happenings. Serves as a central point of contact for college-wide data collection and dissemination which requires a high level of organization and clear communication between all parties to produce accurate outcomes.

Collaborates with a wide variety of individuals and offices across campus, including IPAR, Materials Management, Environmental Health and Safety, ITCS, Central Ticket office, Development, Student Affairs, Academic Affairs, to tackle problems brought to the dean’s office for resolution. Has to assess each situation, which may involve such issues as space, technology, classroom issues, or event problems, and determine a course of action to facilitate satisfactory resolutions. Has to have knowledge of ECU operations and policies in order to negotiate swift and mutually agreeable solutions.

Programming and Promotion:
Works closely with Dean, Director of Alumni Relations and Outreach, and Director of Marketing and Communications on programming and support for student recruitment and orientation, faculty and donor recognition, and academic program promotion. Generates new ideas, plans, or re-structures new or existing programs, councils, or initiatives. Works closely with interested partners and stakeholders to formulate guidelines, by-laws, or operating instructions and make recommendations to the Dean. Collects and interprets data to assess programmatic success and reports to the Dean. Supports and organizes college efforts to celebrate and illustrate the college’s image and position within ECU and in the community. Plans and designs campaigns that include promotional pieces such as banners, badges, and gifts, as well as virtual promotions (web sites and social media) to celebrate the liberal arts and sciences and Harriot College’s faculty, staff, and students.

Have a clear understanding of the college’s offerings (majors, minors, programs, and certificates) in order to be most effective in planning branding and marketing concepts and plans. This understanding has to be operationalized and relevant not only for existing ECU and Harriot College students but also for potential incoming new students and transfers. Has to also have in-depth knowledge and understanding of stewardship and must cultivate working relationships with donors and Advancement Council members. This person often speaks for or represents the dean when working with various committees and groups. The candidate of choice has to have a clear understanding of the dean’s priorities and philosophy, and the ability to communicate such in a clear and concise manner.

Prepares purchase orders for marketing materials and other office supplies, as needed. Tracks and distributes orders. Works closely with vendors and Creative Services on design to ensure that ECU and college branding guidelines are followed.

Events Planning and Logistics:
Interfaces with stakeholders such as Advancement, Central Reservations Office, and other vendors and agents to plan and execute a variety of events to recognize faculty, staff, students, donors, and special guests. This includes such events as Convocation and reception, New Faculty Reception, Staff Council Recognition Reception, Advancement Council, and the annual Scholarship Luncheon. Plans, coordinates, and oversees all activities associated with the Voyages of Discovery, the premier lecture series at the university which hosts multiple national and international experts annually with hundreds of university and community guests in attendance. Has to maintain flexibility and preparedness to be able to creatively pivot as circumstances change.

For event planning (in-person or virtual), researches the target audience, and request data from internal sources to fit the criteria. Interprets, drills down, and manipulates data to create an audience suitable for the size and scope of the event. Using resources such as friends and supporters of Harriot College to gather data to ensure the most efficient and effective distribution lists. Compiles Harriot College student scholarship information at the college level and use this information for the yearly scholarship donor event. Uses the ONE system for donor tracking and stewardship. Works independently to procure space, coordinate technology needs, send invitations, organize speaker participation, plan menu and order food, and oversee the execution of all phases to completion. For the lecture series, additional logistics has to be arranged, including lodging, transportation, ordering and coordinating the signing of books, Green Room prep to speaker specifications, and maintaining RSVP lists for various events associated with each lecture. Provides on-site coordination and oversight of staff/volunteers working each event and troubleshoots any last-minute issues that may arise.

Office Technology and Record-Keeping:
Uses Microsoft Teams as a key tool in record keeping, tracking, and information sharing among peers. Owns and coordinates multiple Teams across the College, based on the need and audience, to facilitate the sharing of targeted information with faculty, staff, and students. Facilitates WebEx and Zoom meetings to get important information out to Harriot College employees and supporters. Uses all Microsoft products, ONE, Chrome River, Port, Banner, and other ECU applications, as needed. Creates and maintains program-specific spreadsheets or databases, as needed.

Retains accurate files of all activities, including events, committees, councils, mailings, and reports. Tracks and monitors methods for filing, retrieving, and purging of documents. Has to be organized and able to produce needed files or documents upon request. Maintains confidentiality when appropriate.

Special Projects as Assigned:
As needed, the Dean may assign special projects. Examples include working with AA and ITCS on technology requests for Harriot College faculty during the pandemic and future new signage for the Bate Building. Works independently to determine the best methods of coordination and communication to accomplish each assigned task. Conducts research, gathers information, and data to assess options, and makes recommendations to the dean.

Minimum Education/Experience

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

License or Certification required by statute or regulation

None

Preferred Experience, Skills, Training/Education

Higher education experience with branding, marketing, donor relations, event planning, and program administration is preferred. A successful candidate will have excellent communication (both written and verbal) skills, be adept at critical thinking, have strong office technology skills, be able to multi-task, have excellent problem solving skills, have excellent program knowledge and the ability to interpret and communicate policy and procedures in a thorough, succinct, and professional manner.

License or Certification required by the Department

None

Special Instructions to Applicant
  • Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section.
  • If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
  • Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
  • Applicants must be currently authorized to work in the United States on a full time basis.
Job Open Date 11/20/2020
Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 11/30/2020
Open Until Filled No
Quick Link for Direct Access to Posting http://ecu.peopleadmin.com/postings/38684
Alternate option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

AA/EOE

East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified applicants from women, minorities, veterans, individuals with a disability, and historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA-Coordinator@ecu.edu .

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.


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