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Communications Associate

Apply now Job no: 492804
Work type: Non-Exempt Staff
Location: Gambier, OH
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Kenyon College is conducting a search for a qualified candidate to fill the position of Communications Associate. A skilled multitasker and systems-thinker, the Communications Associate is the hub of a fast-paced creative team builds and manages the administrative infrastructure for award-winning creative work. This position is full-time, eligible for Kenyon's generous benefits package and is classified in the highest tier (5) for hourly, clerical staff.

As office manager of Sparrow House, the historic home for the Office of Communications, the Communications Associate oversees the office’s budget and coordinates meetings, travel and events for a 12-person team that blends in-person and remote work. The Communications Associate serves as an in-house expert in the tools and platforms that support collaboration — Asana, Google Workspace and a range of College databases. Notably, the position catalogues and maintains the office’s digital and physical collections, including publications archives, editorial and design files, and a growing library of more than 100,000 photo and video assets.

In addition, the Communications Associate serves as an editorial and research assistant for Kenyon’s award-winning alumni magazine, coordinating its popular class notes and books sections, conducting fact-checking and proofreading, and participating in story development. Depending on skills and interest, the Communications Associate may take on other related assignments, including assisting with the online edition of the magazine. The position is responsible for administering, compiling and analyzing reader surveys of three issues a year.

The Communications Associate serves as a liaison to other College departments and is often the first point of contact for inquiries, which requires diplomacy, time sensitivity and an awareness of current events and issues. As liaison, this position plays a central role in onboarding new team members, including a dozen or more student workers each academic year. 

Primary Responsibilities

Editorial

  • Coordinates and fact-checks class notes for the Kenyon Alumni Magazine, participates in magazine story-development meetings, and fact-checks the magazine. 
  • Helps coordinate the books section of the Kenyon Alumni Magazine.
  • Maintains the mailing list for the Kenyon Alumni Magazine.
  • Creates and distributes electronic Kenyon Alumni Magazine surveys, and creates and distributes an analysis of the data received.
  • Assists in proofreading and editing publications.
  • Monitors electronic media-mention reports and saves news clippings for students and alumni into their biographical files.

Asset Management

  • Collects, organizes and catalogs completed publications produced by the Office of Communications.
  • Catalogs and assures continued accessibility of production files for completed publications.
  • Works with the director of design and publication, graphic designer, video producer, magazine editor, and external creative partners to collect and catalog photography and video assets produced on behalf of the Office of Communications.
  • Organizes photo and video assets in a digital asset management system (currently Extensis Portfolio and Google Drive) and tags assets with appropriate metadata.
  • Assists with photography research projects as needed.

Budget

  • Tracks budget transactions to make sure invoices are paid and budgets are not exceeded.
  • Manages and tracks postage expenses for mailings administered on behalf of other departments.
  • Reconciles PCard transactions and statements for all staff.

Personnel

  • Coordinates position searches for office staff and student worker positions.
  • Assists with onboarding new team members and student workers.
  • Supervises a student worker.

Administrative

  • Provides administrative support to the vice president for communications and other members of the communications team.
  • Organizes travel arrangements for vice president for communications, staff and vendors.
  • Coordinates meetings and retreats, on and off campus, as well as other office events.
  • Serves as office manager in a free-standing building. Deals with vendors, building maintenance issues and supply orders.
  • Orders and tracks office inventory, equipment and supplies.
  • Serves as the first point of contact for the office, and monitors and logs inquiries during College emergencies.

Nonessential Functions

  • Performs other duties as required.

Supervisory Responsibilities

  • Supervises a student worker and assists in the onboarding of other student workers.

Working Conditions

  • Work is generally performed in an office environment. The ability to sit for long periods of time, and the ability to lift boxes, and move tables and chairs when needed for meetings is required.

Knowledge, Skills, Abilities and Success Factors

  • Must maintain confidential information.
  • Must be detail oriented.
  • Excellent computer skills with the ability to learn new programs quickly. Proficiency with Microsoft Office programs, Google applications, Asana or other project management platforms, and databases such as Advance and Extensis Portfolio. Experience with Adobe Creative Suite or web content management systems is a plus.
  • Exceptional organizational skills; ability to multitask.
  • Strong verbal and written communication skills. Ability to relate to people in a professional and personable manner.
  • Ability to proofread and write according to rules for content and style, with the use of a style guide.

Qualifications

  • Bachelor’s or associate’s degree preferred.
  • Prior office or administrative experience.
  • Ability to work independently, with minimal supervision.
  • Proficiency with Microsoft Office programs, Google applications and databases.

Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.

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