| Job Duties |
Public Contact and Communication:
The Engagement and Outreach Specialist has daily contact with students, staff, faculty, administrators, friends of the college, donors, vendors, and special guests. This employee receives and directs email, telephone, and walk-in inquiries in the Dean's office. Routine and non-routine inquiries are answered or routed to the appropriate staff member, associate dean, or internal/external unit to the college. This necessitates assessing the nature of the inquiry, answering questions based on knowledge of policy and procedures, determining the appropriate unit to which to direct the caller or visitor, or problem-solving to resolve new and unprecedented situations. This employee will facilitate and integrate the use of new processes and platforms, such as Teams, to ensure faculty and staff are engaged in orientation, recruitment, and donor stewardship activities no matter what the venue or circumstances. Stewards donors via the distribution of thank you letters and gifts. Assists the Director of Marketing and Communications with social media and website updates.
Creates and communicates routine and non-routine messaging for a broad range of programs and audiences across Harriot College. Using program knowledge and appropriate language for the target audience, creates invitations, content for advancement council emails, and edits remarks for college events. Has to maintain an acute awareness of time and sensitivity toward keeping constituents informed of college happenings. Serves as a central point of contact for college-wide data collection and dissemination which requires a high level of organization and clear communication between all parties to produce accurate outcomes.
Collaborates with a wide variety of individuals and offices across campus, including
IPAR, Materials Management, Environmental Health and Safety,
ITCS, Central Ticket office, Development, Student Affairs, and Department for People Operations, Success, and Opportunity (
POSO) to tackle problems brought to the dean's office for resolution. Has to assess each situation, which may involve such issues as space, technology, classroom issues, or event problems, and determine a course of action to facilitate satisfactory resolutions. Has to have knowledge of
ECU operations and policies in order to negotiate swift and mutually agreeable solutions.
Programming and Promotion:
Works closely with Dean, Director of Alumni Relations and Outreach, and Director of Marketing and Communications on programming and support for student recruitment and orientation, faculty and donor recognition, and academic program promotion. Generates new ideas, plans, or re-structures new or existing programs, councils, or initiatives. Works closely with interested partners and stakeholders to formulate guidelines, by-laws, or operating instructions and make recommendations to the Dean. Collects and interprets data to assess programmatic success and reports to the Dean. Supports and organizes college efforts to celebrate and illustrate the college's image and position within
ECU and in the community. Plans and designs campaigns that include promotional pieces such as banners, badges, and gifts, as well as virtual promotions (web sites and social media) to celebrate the liberal arts and sciences and Harriot College's faculty, staff, and students.
Have a clear understanding of the college's offerings (majors, minors, programs, and certificates) in order to be most effective in planning branding and marketing concepts and plans. This understanding has to be operationalized and relevant not only for existing
ECU and Harriot College students but also for potential incoming new students and transfers. Has to also have in-depth knowledge and understanding of stewardship and must cultivate working relationships with donors and Advancement Council members. This person often speaks for or represents the dean when working with various committees and groups. The candidate of choice has to have a clear understanding of the dean's priorities and philosophy, and the ability to communicate such in a clear and concise manner.
Prepares purchase orders for marketing materials and other office supplies, as needed. Tracks and distributes orders. Works closely with vendors and Creative Services on design to ensure that
ECU and college branding guidelines are followed.
Events Planning and Logistics:
Interfaces with stakeholders such as Advancement, Central Reservations Office, and other vendors and agents to plan and execute a variety of events to recognize faculty, staff, students, donors, and special guests. This includes such events as Convocation and reception, New Faculty Reception, Staff Council Recognition Reception, Advancement Council, and the annual Scholarship Luncheon. Plans, coordinates, and oversees all activities associated with the Voyages of Discovery, the premier lecture series at the university which hosts multiple national and international experts annually with hundreds of university and community guests in attendance. Has to maintain flexibility and preparedness to be able to creatively pivot as circumstances change.
For event planning (in-person or virtual), researches the target audience, and request data from internal sources to fit the criteria. Interprets, drills down, and manipulates data to create an audience suitable for the size and scope of the event. Using resources such as friends and supporters of Harriot College to gather data to ensure the most efficient and effective distribution lists. Compiles Harriot College student scholarship information at the college level and use this information for the yearly scholarship donor event. Uses the
ONE system for donor tracking and stewardship. Works independently to procure space, coordinate technology needs, send invitations, organize speaker participation, plan menu and order food, and oversee the execution of all phases to completion. For the lecture series, additional logistics has to be arranged, including lodging, transportation, ordering and coordinating the signing of books, Green Room prep to speaker specifications, and maintaining
RSVP lists for various events associated with each lecture. Provides on-site coordination and oversight of staff/volunteers working each event and troubleshoots any last-minute issues that may arise.
Office Technology and Record-Keeping:
Uses Microsoft Teams as a key tool in record keeping, tracking, and information sharing among peers. Owns and coordinates multiple Teams across the College, based on the need and audience, to facilitate the sharing of targeted information with faculty, staff, and students. Facilitates WebEx and Zoom meetings to get important information out to Harriot College employees and supporters. Uses all Microsoft products,
ONE, Chrome River, Port, Banner, and other
ECU applications, as needed. Creates and maintains program-specific spreadsheets or databases, as needed.
Retains accurate files of all activities, including events, committees, councils, mailings, and reports. Tracks and monitors methods for filing, retrieving, and purging of documents. Has to be organized and able to produce needed files or documents upon request. Maintains confidentiality when appropriate.
Special Projects as Assigned:
As needed, the Dean may assign special projects. Works independently to determine the best methods of coordination and communication to accomplish each assigned task. Conducts research, gathers information, and data to assess options, and makes recommendations to the dean. This position may also serve as a back-up to the Executive Assistant. |
East Carolina University
$34,602 - $56,422
Feb 18, 2025