Communications Office Manager

Communications Office Manager

Sweet Briar is a liberal arts college for women with a long history of forging female leaders.  Sweet Briar College is repeatedly named by the US News and World Report as one of the most innovative liberal arts colleges in the nation.  Sweet Briar College is growing rapidly, attracting students who are drawn to it for its excellent liberal arts program, coupled with distinctive programs in women leadership, engineering, sustainability, arts and its legendary equestrian program. Its finances are robust, and validated by balanced budget and positive bond ratings.

Located in the foothills of Virginia's Blue Ridge Mountains approximately 12 miles north of Lynchburg and 54 miles south of Charlottesville. Its campus is one of the nation’s most spectacular, replete with nature sanctuaries, lakes, forests, trails, and most recently, vineyards, apiary and greenhouses.

The College boasts a modern core curriculum focused on women's leadership in the 21st century and undergraduate programs in the arts, sciences and humanities, as well as a Master of Arts in Teaching. It is one of only two women’s colleges in the United States with an ABET-accredited engineering degree. The women’s leadership core curriculum is innovative and energizing.

When students graduate, they are persuasive communicators who know how to think on their feet and bring people together. No matter what they study or where they go, Sweet Briar women are prepared to lead. The campus community is a family of faculty, staff, coaches, and alumnae who support and encourage students and each other.

Job Title:  Communications Office Manager

Classification:  Non-Exempt

Reports To:  Director of Communications, Marketing, and Events

Job Summary/Objective:  The Communications Office Manager supports and assists the director and staff in the successful execution of Communications, Marketing, and Events activities and manages the day-to-day functions of the office. This position is also responsible for the oversight of events scheduling and calendar management.

Essential Responsibilities:

• Maintain information for the College’s official calendar; assist in preventing scheduling conflicts and conflicts of interest, approve events, transfer “public” events to the Feature Events calendar. Serves as the departmental expert for the College’s calendar software system

• Track and maintain budget sheets, purchase orders, invoices. Reconcile credit card statement. This includes tracking and recording appropriate charges among campus departments

• Proof Featured Events calendar weekly for omissions or changes and send to the media.

• Assist college offices scheduling public events and meetings with suggestions of dates and venues.

• Maintain and field orders for stationery for departments across campus (business cards, letterhead, envelopes, name badges).  Send the charges, approvals, etc. to business office for proper journal entries and reimbursement.

• Manage the office project management software, including the implementation of automated processes, updating software, and serving as the department PMS expert

• Manage vendor relationships and recording, including designers, printers, mail houses, photographers, videographers, and more

• Manage the distribution and approval of campus wide communications (by email) from administrative departments to students, faculty, staff, and residents.

• Manage catering for in-office events and on-campus events with outside vendors, students, faculty, and visitors

• Manage reservations and travel arrangements for outside vendors and Communications visitors, as necessary

• Coordinate requests with Physical Plant (delivery and set up of promotional displays, setup and storage of temporary signage, inter-office maintenance needs, etc.)

• Coordinate delivery of printed materials from off-campus vendors to campus and necessary departments.

• Order office supplies

• Serve as Building Emergency Coordinator

• Maintain advertising records, invoice copies, budget files

• Provide misc. administrative support to others in office

• Answer phone, transfer calls, take messages

Supervisory Responsibility:

• None

Required Qualifications:

• Associate’s degree to higher,

• strong attention to detail,

• excellent customer service,

• and high degree of confidentiality, discretion and professional judgement.

Preferred Qualifications:

• At least 3 years in an office setting.

• Bachelor’s Degree in Communication or Marketing.

• Public Relations experience.

Work Environment:

Office

Physical Demands:

Lifting boxes up to 20 lbs.

Travel:

None 

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

As an Equal Opportunity Employer, Sweet Briar College is committed to enhancing our community and encourages applications from qualified individuals with varied backgrounds, experiences and ideas who would increase the diversity of the College.