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Project Coordinator

Job Description

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.

Qualifications

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, 2025will receive first consideration. Queens will continue to accept applications until the position is filled.

Additional Information

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.

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Average salary estimate

$60000 / YEARLY (est.)
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$50000K
$70000K

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What You Should Know About Project Coordinator, Queens University of Charlotte

Are you ready to take your project coordination skills to the next level? At Queens University of Charlotte, we’re looking for a motivated Project Coordinator to join our dynamic Office of Marketing and Communications (MarComm) team. This full-time role is all about management and support, ensuring impactful marketing and communications initiatives run smoothly from start to finish. You’ll be responsible for juggling a variety of projects – everything from creative graphic design work to strategic PR campaigns and website management. Your time will be divided between leading project management tasks and collaborating on various MarComm projects, all while making sure deadlines are met and communication remains crystal clear. If you thrive in a fast-paced environment and have a knack for multitasking, you’ll find yourself right at home here in Charlotte, NC. While some remote work is an option, we prefer you to be in-person to foster collaboration. You'll be the go-to person for project timelines, managing vendor relationships, and ensuring that every piece of work adheres to our university's branding standards. If you're detail-oriented, have experience in project management, and enjoy working closely with diverse teams, this could be the perfect position for you. At Queens, we’re committed to providing transformative educational experiences, and we can’t wait for you to help us make an impact!

Frequently Asked Questions (FAQs) for Project Coordinator Role at Queens University of Charlotte
What are the responsibilities of a Project Coordinator at Queens University of Charlotte?

As a Project Coordinator at Queens University of Charlotte, your main responsibilities will include managing various marketing projects, ensuring timelines are met, facilitating communication with campus partners, and overseeing the project management cycle from initiation to completion. You'll also work closely with vendors and help maintain the university's branding standards across all communications.

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What qualifications do I need to become a Project Coordinator at Queens University of Charlotte?

To fit the Project Coordinator role at Queens University of Charlotte, candidates should ideally possess one to two years of experience in marketing or project management. Strong organizational skills, excellent communication abilities, and a solid understanding of the project management lifecycle are crucial. Additionally, a Bachelor’s degree or equivalent education is preferred.

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Is remote work an option for the Project Coordinator position at Queens University of Charlotte?

Yes, while some remote work is possible for the Project Coordinator role at Queens University of Charlotte, the company prefers in-office availability. This position thrives on collaboration, making in-person work beneficial for project management and communication with team members.

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What skills are important for a Project Coordinator at Queens University of Charlotte?

Successful candidates for the Project Coordinator position at Queens University of Charlotte should demonstrate strong project management skills, the ability to prioritize multiple tasks effectively, and excellent interpersonal communication skills. Familiarity with project management software like Wrike and proficiency in Microsoft Office are also important.

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What is the application process for the Project Coordinator position at Queens University of Charlotte?

To apply for the Project Coordinator position at Queens University of Charlotte, candidates should submit a cover letter addressing their qualifications, a current résumé, salary requirements, and contact information for three professional references. Applications will be reviewed on a rolling basis until the position is filled.

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Common Interview Questions for Project Coordinator
Can you describe your experience with project management in a team setting?

When answering this question, focus on specific projects you've managed, detailing your role in organizing tasks, managing timelines, and facilitating communication within the team. Highlight any project management software you used, like Wrike, and provide examples of how you overcame challenges during the project lifecycle.

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How do you prioritize multiple projects with competing deadlines?

In your response, explain your method for prioritizing projects, such as assessing deadlines, project size, and team resources. Discuss any tools or techniques you use, like to-do lists or project management software, to keep everything organized and on track.

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Describe a time you faced a significant challenge while managing a project. How did you handle it?

Share a specific instance where you encountered challenges, detailing the issue and your response. Emphasize your problem-solving skills, resourcefulness, and how you communicated with your team or stakeholders to effectively manage the situation.

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What strategies do you use to ensure accurate communication with various stakeholders?

Discuss your approach to maintaining clear and consistent communication with stakeholders, including setting up regular updates, utilizing project management tools, and confirming information with all parties involved. Providing examples of successful communication strategies can effectively demonstrate your skills.

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How do you ensure quality control in the project management process?

Talk about the steps you take to uphold quality throughout the project lifecycle, such as setting clear expectations, conducting reviews at key milestones, and obtaining necessary approvals from stakeholders. Mention any experience you have in proofreading and fact-checking as well.

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What do you consider to be the most important skills for a successful project coordinator?

Highlight critical skills such as organization, communication, problem-solving, and adaptability. Provide examples of how these skills have contributed to your success in previous projects, showcasing your understanding of the project coordinator's role.

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Have you ever had to mediate a conflict between team members? How did you handle it?

Reflect on a situation where you successfully mediated a conflict. Explain how you approached the conversation, listened to both parties, and helped them come to a resolution that allowed the project to move forward.

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What experience do you have with using project management software, particularly Wrike?

Share your experience working with project management tools, emphasizing any specific features of Wrike you have used. Discuss how these tools helped you manage projects more effectively, ensuring deadlines were met and communication remained organized.

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How do you handle last-minute changes to project requirements?

Describe your flexible approach to adapting project plans in response to last-minute changes. Discuss how you assess the impact of changes, communicate updates to the team, and adjust timelines and resources accordingly.

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Why do you want to work as a Project Coordinator at Queens University of Charlotte?

Use this opportunity to express your enthusiasm for the role and alignment with the university's mission. Discuss your passion for marketing and communication, your appreciation for collaborative environments, and how you can contribute to Queens’ innovative initiatives.

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Full-time, hybrid
DATE POSTED
December 19, 2024

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