Butler University
Administrative Specialist, Marketing and Communications
Butler University, Indianapolis, Indiana, us, 46262
Job Description
Position Overview
The Administrative Specialist is a vital member of Butler's Marketing and Communications division, serving as the backbone of the team by providing day-to-day support to the senior leadership team-including the VP for Advancement and Marketing, the Executive Director of Brand Marketing, and the Executive Director of Enrollment Marketing and Technology. This role manages core administrative functions such as budget monitoring, expense reporting, office coordination, and special projects, while also serving as a liaison for a small portfolio of campus partners. The ideal candidate thrives in a fast-paced, agency-like environment and enjoys being part of a collaborative, fun team, using strong organizational and project management skills to keep a busy creative division running at its best.
Responsibilities Provide comprehensive administrative and project support to the Marketing and Communications senior leadership team, including scheduling, meeting coordination, and execution of special projects. Manage divisional budgets by tracking, processing, and forecasting expenses to support day-to-day operations and marketing activities. Oversee all expense reports, purchase orders, and vendor invoicing for the division. Oversee office operations for the division-managing supplies, technology and equipment support, coordination of an open-concept workspace with multiple shared areas, and general logistics-to keep the team focused on marketing priorities. Be the welcoming face of the team for guests and campus partners. Serve as the front-facing point of contact for the division by managing shared email inboxes and ensuring timely communication with campus partners and external audiences. Support team culture and engagement by coordinating internal communications, assisting with new staff onboarding, and planning divisional meetings, trainings, outings, and celebrations. Provide account management for a small portfolio of campus partners, ensuring marketing needs are met through close coordination with the creative team. Serve as the go-to resource for self-service solutions such as Canva, brand templates, and digital assets, assisting campus partners with access, training, and proper use to maintain consistency with Butler's brand. Lead efforts to showcase the division's work externally by preparing and submitting materials for awards, conferences, and industry recognition opportunities. Required Qualifications
High school diploma Two or more years of experience in administrative support, office management, or project coordination. Strong organizational and project management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Ability to collaborate in a team-based environment where critical thinking and problem-solving skills are vital. Excellent verbal and written communication skills, with a professional and customer-service-oriented approach. Strong proficiency in Microsoft Office Suite and comfort learning new technologies and tools (Canva, project management tools, etc.) Demonstrated ability to handle confidential information with discretion. Comfort working in a pet-friendly office environment alongside Blue IV, Butler's live mascot. Preferred Qualifications
Associate or Bachelor's Degree Experience working in higher education, marketing, communications, or a similarly complex organization. Interest in higher education marketing and alignment with Butler University's mission and values. BU Benefits and Perks
Please check out Butler's Total Rewards website to learn more about our benefit offerings, which include: Paid Time Off and Holidays :
20 days of paid time off (vacation and PTO days) per Fiscal year 8 Paid Holidays In addition, a paid Winter Break between Christmas Eve and New Year's Day Paid Parental Leave (after 1 year of full-time employment)
Health :
Comprehensive medical, dental, and vision plans including disability and life insurance programs
Retirement :
10% employer contribution after 1 year of full-time employment
Tuition Assistance :
Remission of tuition for classes taken at Butler for employees, spouses, and dependent children. Eligibility after 9 months of full-time employment Employees & spouses- undergraduate/graduate degrees Dependents (under age 26)- undergraduate degree
Covers tuition only
Tuition Exchange Program for Dependents at participating institutions
Butler Facilities Access, Discounts and Perks :
Access to Butler's on-site fitness facility and libraries for full-time staff and faculty LinkedIn Learning Courses Free premium subscription to the Calm App Free subscription to the WSJ, The Economist, and NYT Discount at the College Bookstore Discount on select Athletic and Arts/Events Center Performances
About Us
Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.
Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.
Butler University is an equal opportunity employer. We welcome applications from all individuals, regardless of age, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.
Position Overview
The Administrative Specialist is a vital member of Butler's Marketing and Communications division, serving as the backbone of the team by providing day-to-day support to the senior leadership team-including the VP for Advancement and Marketing, the Executive Director of Brand Marketing, and the Executive Director of Enrollment Marketing and Technology. This role manages core administrative functions such as budget monitoring, expense reporting, office coordination, and special projects, while also serving as a liaison for a small portfolio of campus partners. The ideal candidate thrives in a fast-paced, agency-like environment and enjoys being part of a collaborative, fun team, using strong organizational and project management skills to keep a busy creative division running at its best.
Responsibilities Provide comprehensive administrative and project support to the Marketing and Communications senior leadership team, including scheduling, meeting coordination, and execution of special projects. Manage divisional budgets by tracking, processing, and forecasting expenses to support day-to-day operations and marketing activities. Oversee all expense reports, purchase orders, and vendor invoicing for the division. Oversee office operations for the division-managing supplies, technology and equipment support, coordination of an open-concept workspace with multiple shared areas, and general logistics-to keep the team focused on marketing priorities. Be the welcoming face of the team for guests and campus partners. Serve as the front-facing point of contact for the division by managing shared email inboxes and ensuring timely communication with campus partners and external audiences. Support team culture and engagement by coordinating internal communications, assisting with new staff onboarding, and planning divisional meetings, trainings, outings, and celebrations. Provide account management for a small portfolio of campus partners, ensuring marketing needs are met through close coordination with the creative team. Serve as the go-to resource for self-service solutions such as Canva, brand templates, and digital assets, assisting campus partners with access, training, and proper use to maintain consistency with Butler's brand. Lead efforts to showcase the division's work externally by preparing and submitting materials for awards, conferences, and industry recognition opportunities. Required Qualifications
High school diploma Two or more years of experience in administrative support, office management, or project coordination. Strong organizational and project management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Ability to collaborate in a team-based environment where critical thinking and problem-solving skills are vital. Excellent verbal and written communication skills, with a professional and customer-service-oriented approach. Strong proficiency in Microsoft Office Suite and comfort learning new technologies and tools (Canva, project management tools, etc.) Demonstrated ability to handle confidential information with discretion. Comfort working in a pet-friendly office environment alongside Blue IV, Butler's live mascot. Preferred Qualifications
Associate or Bachelor's Degree Experience working in higher education, marketing, communications, or a similarly complex organization. Interest in higher education marketing and alignment with Butler University's mission and values. BU Benefits and Perks
Please check out Butler's Total Rewards website to learn more about our benefit offerings, which include: Paid Time Off and Holidays :
20 days of paid time off (vacation and PTO days) per Fiscal year 8 Paid Holidays In addition, a paid Winter Break between Christmas Eve and New Year's Day Paid Parental Leave (after 1 year of full-time employment)
Health :
Comprehensive medical, dental, and vision plans including disability and life insurance programs
Retirement :
10% employer contribution after 1 year of full-time employment
Tuition Assistance :
Remission of tuition for classes taken at Butler for employees, spouses, and dependent children. Eligibility after 9 months of full-time employment Employees & spouses- undergraduate/graduate degrees Dependents (under age 26)- undergraduate degree
Covers tuition only
Tuition Exchange Program for Dependents at participating institutions
Butler Facilities Access, Discounts and Perks :
Access to Butler's on-site fitness facility and libraries for full-time staff and faculty LinkedIn Learning Courses Free premium subscription to the Calm App Free subscription to the WSJ, The Economist, and NYT Discount at the College Bookstore Discount on select Athletic and Arts/Events Center Performances
About Us
Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.
Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.
Butler University is an equal opportunity employer. We welcome applications from all individuals, regardless of age, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.