Department Assistant I

Posting Details

Position Information Position Title Department Assistant I Job Description The Department Assistant I is responsible for supporting the operations of Switchyard magazine and Podcast. The role includes managing administrative tasks such as invoicing, contracts, and author payments, as well as handling customer service, maintaining subscription databases, and optimizing website functionality for physical and digital sales. Additionally, this position will coordinate events and collaborate with other university departments to support the magazine’s daily operations.

Essential Functions (Responsibilities):

Administrative & Financial Management:

• Prepare and process invoices for vendors and contributors.
• Manage contracts for authors, contributors, and contractors.
• Process and track payments to authors, freelancers, and other contributors.
• Maintain accurate financial records, ensuring compliance with university policies.

Award Submissions & Project Management:

• Maintain and update the awards submissions calendar, tracking key deadlines and entry requirements and payments.
• Organize and manage the award submissions database to ensure all entries are accurately recorded.
• Utilize project management tools such as Trello (or other platforms) to track ongoing projects, deadlines, and team responsibilities.

Email and Customer Service Management:

• Manage the Switchyard inbox, responding to inquiries and providing customer service for subscribers and contributors.
• Handle customer inquiries regarding subscriptions, orders, and general magazine-related questions.

Social Media Coordination:

• Collaborate with the social media manager to create and maintain the Switchyard social media calendar and align marketing strategies across platforms.
• Ensure that social media content supports magazine and podcast releases, events, and subscription sales.
• Respond to queries on social media.

Podcast Production Support:

• Assist in coordinating and supporting podcast production.
• Post new podcast episodes on Libsyn and the website.
• Ensure all podcast-related content is updated and promoted through relevant channels.

Subscription & Database Management:

• Manage subscriptions, including digital and physical sales, and maintain a seamless purchasing process.
• Maintain and update the database of magazine orders, subscriptions, and sales, ensuring data accuracy.
• Compile and generate reports on subscriptions, sales, and distribution for the editorial team and other university departments.
• Communicate with the magazine’s sales representative and university departments to ensure smooth distribution and sales operations.

Web Maintenance and Development:

• Coordinate with the editors and designer to post new content on the website.
• Oversee the website’s backend to manage subscription sales and ensure an easy-to-navigate user experience.
• Coordinate with TU’s Marketing and Communications Office to implement and maintain strategies for seamless simultaneous purchases of digital and physical subscriptions.
• Regularly update and optimize the website for product sales and user experience.

Event Planning and Coordination:

• Assist with planning and coordinating magazine and podcast-related events, such as launch parties, panel discussions, and multimedia presentations.
• Liaise with university departments, vendors, and event staff to ensure successful event execution.
• Manage logistics for guest speakers, authors, and event participants, including travel and lodging arrangements.

Administrative Support:

• Serve as the primary point of contact for all administrative inquiries.
• Assist the editorial team in scheduling meetings, maintaining calendars, and coordinating editorial deadlines.
• Support the distribution of print and digital content, ensuring timely publication and delivery.

Required Qualifications Equivalent Education/Experience

• Bachelor’s degree required.

Knowledge/Skill/Ability

• Excellent verbal and written communication skills.
• Strong interpersonal skills.
• Ability to adapt to changing technology and business practices and to communicate relevant information in an effective, accurate and professional manner.
• Proficient with Microsoft Suite and Dropbox.
• Proficient with project management platforms such as Trello.
• Proficient with Squarespace.
• Ability to work with individuals from diverse backgrounds.
• High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines.

Preferred Qualifications Preferred Experience

• Previous experience working as an administrative assistant and project manager in a college preferred.
• Previous experience working with faculty and staff across multiple colleges and disciplines preferred.

Physical Demands Special Job Dimensions: Work requires the ability to work with creatives, including the editors, designer, and social media manager, as well as writers, journalists, photographers, artists, and musicians.
Note: The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description. Posting Detail Information Posting Number S916P Open Date 11/21/2024 Close Date Open Until Filled Yes Special Instructions to Applicants Advertising Summary

EEO Statement

EEO Statement Eeo Statement Summary The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds. The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply. The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status. The University of Tulsa is an Equal Opportunity Employer including Disability/ Veteran.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How did you hear about this employment opportunity?
   • Indeed
   • Internal Job Posting
   • Agency Referral
   • LinkedIn
   • Personal Referral
   • Website
   • Other

Documents Needed To Apply

Required Documents

1. Resume

Optional Documents

1. Cover Letter