Project Coordinator

SUMMARY: The Project Coordinator is a position within the Queens University Office of Marketing and Communications (MarComm) that focuses on the day-to-day management of projects and related MarComm tasks. This person splits their time between project management (50-75%) and assisting with various MarComm projects (25-50%) that support the development, coordination, and execution of impactful marketing and communications initiatives.  

This detail-oriented person will manage all MarComm projects – including creative work (graphic design and photo/video work), marketing and enrollment-related projects, PR/communications work, and website projects – from inception to completion. This position oversees and manages project plans and timelines to support multi-channel initiatives for all marketing and communications efforts, ensuring proactive communication, great attention to detail, and proper attention to deadlines.  

While some remote work is possible, there is a preference for in-office availability on campus in Charlotte, NC. 

This is a full-time benefits eligible position that reports to the Graphic Designer. This position is exempt from the provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay or compensatory time off for additional hours worked. This position is not eligible for visa sponsorship.

Essential Duties and Responsibilities include:

Project Management (50-75%)  

 Work with the MarComm team to assign and prioritize multiple projects at a time, including forecasting, planning and assigning internal and external resources for all potential and active projects.  

• Oversee the full spectrum of the project management cycle and serve as initial point of contact for singular creative services job starts: 
• Manage project intake process including request forms and ensuring all information needed is provided by campus partner. 
• Upon initiation, manage the timeline of all project requests.  
• Communicate project details to campus partners. 
• Oversee multiple projects at once using Wrike (or similar) project management software and assign key milestones. 
• Establish production schedules and follow up to ensure jobs stay on track and within budget.  
• Facilitate revision process, and route copy, concepts, and printer proofs for internal approval signatures and signoff.
• Work with vendors and freelancers as needed. 
• Assist vendors with billing and invoicing. 
• Proofread, edit and fact check content to ensure adherence to institutional branding, university style and appropriate voice/tone as needed. 
• Deliver product to printers, partners or others as needed.  
• Proactively work with all Office of Marketing and Communications team members to communicate project status and scheduling. 
• Lead regular project meetings. 
• Manage production process for the Queens Magazine and oversee internal distribution to academic units and university departments.   
• Manage the creation of campus banners and scheduling.  
• Track invoices for freelancers, advertising agencies and other vendors. 
• Train staff on systems, including Wrike when necessary.  
• Ensure all projects consistently carry the Queens University brand. 

Other Duties (25-50%) 

• Manage/approve QNews (internal email) submissions and check for accuracy. 
• Manage/approve content for MyQueens intranet site including stories and other pertinent information that is relevant to Queens faculty and staff. 
• Update Marketing and Communications SharePoint site as needed.  
• Assist with copywriting for marketing materials as needed.  
• Assist with storytelling efforts including creation of news stories, student stories, social media content and similar platforms as needed.  

Non-Essential Duties

• Other duties and special projects may be assigned to meet department and university needs.

Experience, Knowledge & Skills Preferred

• Ideally, one to two years of marketing or project management experience.  
• Successful ability to prioritize numerous projects of various sizes simultaneously to achieve stated deadlines. 
• Confidence and comfort working with multiple departments, personalities and/or outside vendors or freelancers in order to complete projects on time and within scope.  
• Solid knowledge of or ability to learn the project management lifecycle, including experience leading all phases (initiation, planning, execution, closure, evaluation). 
• Loves to meet challenging deadlines. 
• Adaptability and flexibility in dealing with changing work assignments.  
• Excellent interpersonal communication (both oral and written), and customer service skills. 
• Strong follow-up and follow-through skills with a proven ability to deliver projects on time and within budget.  
• High level of initiative, resourcefulness, and the ability to work independently. 
• Strong knowledge and demonstrated experience using all Microsoft Office products.  
• Knowledge or ability to learn Wrike project management software. 
• Strong problem-solving skills and ability to consistently develop creative solutions.  
• Outgoing personality and the ability to build and maintain positive working relationships.  
• Experience working with vendors and clients to negotiate optimal pricing for the university. 
• Bachelor’s degree (or equivalent combination of education and experience) in a related field is preferable.  

Application Process
Does this sound like a good fit? Click on the green “I’m interested” button and submit:

1. A cover letter addressing the position qualifications and experience
2. Current résumé
3. Salary requirements
4. Contact information for three professional references.

Applications received by January 3, 2025, will receive first consideration. Queens will continue to accept applications until the position is filled.

About Queens University of Charlotte

Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors. 

Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger. 

Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges. 

By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community. 

Queens University of Charlotte aims to be a leading comprehensive university, distinguished by its commitment to transforming the lives of its students and enhancing the intellectual and cultural fabric of its community. Queens is a campus where diversity, equity, and inclusion are core values. The mission of Queens is to provide transformative educational experiences that nurture intellectual curiosity, promote global understanding, encourage ethical living, and prepare individuals for purposeful and fulfilling lives. To this end, the University recruits talented faculty, staff, and students from across the United States and around the world. Queens encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically minoritized communities. The University also invites applications from individuals who are prepared to provide a rich and varied educational experience to our increasingly diverse student body and to collaborate with colleagues to make Queens an equitable and inclusive place to live, learn, and work. 

Queens works to provide an accessible living, learning, and working environment for current and prospective faculty, staff, and students and visitors to our campus. If there are accommodations, we can provide to make your application process more accessible, please contact the Director of Human Resources ([email protected], 704-337-2297). The position duties and responsibilities listed above should be able to be completed with or without reasonable accommodations. HR works in partnership with employees to manage the workplace accommodations process. 

Benefits

Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, a 403b retirement plan, with two options (pre-tax or post-tax (Roth) contributions) with a generous match, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, disability insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.