Position Title Public Affairs and Marketing - Project and Operations Coordinator

Classification Title Administrative Full Time (.75-1.0 FTE)

Benefits Eligibility

Benefits Eligibility

Department Public Affairs & Marketing

Job Description

Position Summary
The Project and Operations Coordinator for Public Affairs and Marketing (PAM) serves as the central coordinator for project workflow within the college’s in-house marketing and communications team. This position manages project intake and prioritization, maintains the department’s project management system, tracks timelines and deliverables, and helps ensure initiatives move efficiently from request to completion.

Working closely with the Director and team leaders across Communications Services, Creative Services, Digital Communications, and Video Services, the Project and Operations Coordinator supports collaboration across teams and maintains clear communication with campus partners.

In addition to overseeing project workflow, this role supports key operational functions of the department including administrative processes, student worker coordination, financial documentation, and routine communications workflows.

This role requires exceptional organization, strong communication skills, proactive problem-solving, and the ability to manage multiple projects in a fast-paced, collaborative environment. It plays a key part in helping the college communicate with clarity and consistency, ensuring that stories, messages, and initiatives reach their audiences effectively.

This is an on-campus position requiring full-time, in-person presence during standard business hours, with occasional evening/weekend work required.

Project Coordination Responsibilities

• Serve as a member of the Public Affairs and Marketing Leadership Team, supporting the Director in setting agendas, identifying priorities, preparing materials, and following up.
• Make informed recommendations on project prioritization and workflow, in collaboration with the Director and team leaders.
• Coordinate the department’s project intake process by reviewing requests, gathering necessary information, and routing projects to the appropriate functional teams.
• Evaluate and refine departmental project intake and workflow processes to improve efficiency and transparency across initiatives.
• Administer and manage the department’s project management system (Basecamp), including task creation and assignment, deadline tracking, project status updates, and maintenance of shared production calendars.
• Monitor progress on active projects, identify potential delays or workflow issues, and proactively communicate timeline updates, adjustments and reminders to team members and campus partners to ensure on-time project completions.
• Schedule and support production meetings, project planning sessions, creative reviews, and cross-team coordination meetings.
• Prepare meeting notes, project briefs, and follow-up documentation to ensure clarity on project goals, timelines, and next steps.
• Support coordination of major communications initiatives, including admissions marketing cycles, fundraising communications, and brand initiatives.
• Manage the departmental production calendar to align workflows with the academic year, ensuring timely execution of recurring publication cycles, seasonal projects, and campus announcements.
• Support routine digital publishing and communications workflows across departmental platforms, including content management systems, Hope Daily submissions, campus calendar updates, and editorial processes such as class notes.
   

Operations Responsibilities

• Support operational and administrative functions of the Public Affairs and Marketing office, including coordinating office logistics such as supply management, catering requests, room reservations, and facilities needs.
• Serve as a welcoming and professional first point of contact for the office, responding to general inquiries and directing requests appropriately.
• Track department budgets and process invoices, credit card reconciliation, and related financial records in collaboration with Business Services.
• Support departmental administrative processes, including student worker onboarding, timecard approvals, and basic HR-related coordination.
• Oversee production requests for materials such as business cards, letterhead, and name badges using established brand templates.
• Support game-day preparation and materials coordination for the sports information team.
• Maintain organized departmental files, shared drives, and administrative records.
• Coordinate occasional departmental meetings, professional development opportunities, and team activities/retreats.

Qualifications

• Bachelor’s degree.
• 3+ years of project coordination, administrative operations, or related professional experience preferred.
• Strong organizational and time-management skills with exceptional attention to detail.
• Demonstrated ability to manage multiple projects and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Ability to work independently while coordinating effectively with multiple teams.
• Experience using project management platforms preferred. Ability to learn and manage software systems and digital publishing tools (web, social, email, etc.).
• Experience in marketing, communications, public relations, project management, or higher education preferred.
• Comfort using InDesign or basic templated design tools preferred (training can be provided).
• Strong interpersonal skills and the ability to build effective working relationships across campus.
• Calm, steady presence in a fast-paced environment.
• Commitment to excellent customer service.
• Alignment with and support of Hope College’s mission as a Christian institution.

Physical Demands

This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre-employment Screenings

All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.

Posting Detail Information

Posting Number 2023-366SR

Job Posting Open Date 03/25/2026

Job Posting Close Date 04/14/2026

Open Until Filled No

Is this position available for sponsorship No

Special Instructions to Applicants

Quick Link for Internal Postings  https://jobs.hope.edu/postings/5184