The University of Tampa
Administrative Assistant to the Vice President for Marketing and Communications
The University of Tampa, Tampa, Florida, United States, 33602
Administrative Assistant To The Vice President For Marketing And Communications
The Administrative Assistant to the Vice President for Marketing and Communications provides high-level administrative, operational, and analytical support to ensure the efficient and effective functioning of the Office of Marketing and Communications. This position supports the Vice President and marketing senior leadership team in managing day-to-day operations, coordinating civic and university partner engagement, maintaining divisional budgets and analytics, preparing board and cabinet materials, and tracking strategic priorities tied to institutional goals. Duties and Responsibilities Executive and Administrative Support - Manage the Vice President's daily calendar, appointments, and scheduling logistics with a high level of accuracy and confidentiality. - Coordinate meeting preparation, including agendas, briefings, background materials, and follow-up actions. - Anticipate information needs, prepare briefing materials in advance of meetings, and ensure the Vice President is thoroughly informed and prepared. - Draft, edit, and proofread correspondence, memos, reports, and presentations for internal and external audiences. - Manage travel arrangements, reimbursements, and procurement card reconciliations in compliance with university policies. - Maintain organized digital and physical filing systems for correspondence, contracts, and institutional records. - Willingness to embrace new technologies and innovative organizational practices. - Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office. Budget and Operations - Track and reconcile the division's operating budget, including invoices, purchase orders, and vendor contracts. - Prepare monthly budget and variance reports; assist with forecasting and resource planning. - Liaise with Finance and Procurement on purchasing, compliance, and reporting needs. - Support the Vice President in ensuring that fiscal and operational processes align with institutional priorities and policies. - Assist in identifying process improvements and digital tools that enhance efficiency, tracking, and reporting accuracy across the division. Board, Cabinet, and Institutional Reporting - Assist in preparing executive-level reports and presentations for the President's Office, Cabinet, and Board of Trustees. - Compile divisional performance data and key performance indicators (KPIs) for monthly and quarterly review. - Coordinate timelines, gather inputs from team leads, and ensure all reporting deliverables meet quality and accuracy standards. - Support the creation of visually engaging presentations and dashboards that communicate outcomes and impact. Public Affairs Support - Provide project support senior leaders within the division as directed by the VP of Marketing and Communications. - Assist with logistics, scheduling, and materials preparation for media relations, crisis communication, and public affairs initiatives. - Support communications tracking and media monitoring efforts, ensuring follow-up and documentation of key outcomes. - Help coordinate messaging, speaking engagements, and event preparation for university leadership and community representation. - Maintain confidentiality and professionalism in handling sensitive institutional and media matters. Civic and Community Partner Engagement - Coordinate logistics and follow-up for the Vice President's participation in civic, community, and industry partnerships. - Maintain a calendar of civic, donor, and community events where the Vice President or division is represented. - Track engagements and ensure timely follow-up, briefings, and communications with external stakeholders. - Support preparation of talking points, bios, and event summaries related to civic and community representation. Strategic Initiatives and Project Tracking - Support implementation and tracking of divisional strategic priorities and the Vice President's 90-day and annual plans. - Coordinate divisional planning and goal-setting sessions; monitor progress on key initiatives and institutional deliverables. - Maintain project trackers and assist in follow-up on action items resulting from cabinet, leadership, and cross-divisional meetings. - Collaborate with Marketing and Communications managers to gather data and updates for strategic dashboards and reports. Internal Communications and Team Operations - Serve as a central point of contact for the Office of Marketing and Communications, ensuring seamless communication flow within the division. - Support planning and logistics for team meetings, retreats, and recognition events that foster culture, collaboration, and morale. - Coordinate staff recognition, professional development, and team-building initiatives that reinforce the division's culture of creativity, collaboration, and shared purpose. - Draft and distribute internal division announcements and project updates on behalf of the Vice President. - Assist with onboarding of new employees and maintenance of team rosters, contact lists, and shared resources. Qualifications Required: - Associate's or Bachelor's degree (business administration, communications, or related field preferred). - Minimum of 35 years of progressively responsible administrative experience supporting senior executives or managing office operations. - Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint); comfort with analytics and project management tools. - Excellent written and verbal communication skills, with a strong eye for accuracy, detail, and professional presentation. - Proven ability to handle confidential information with discretion and sound judgment. - Demonstrated ability to interact professionally with senior executives, trustees, media representatives, and community partners. - Exceptional discretion, diplomacy, and judgment in managing sensitive and confidential information. - Strong organizational skills, time management, and ability to manage multiple priorities in a fast-paced environment. Preferred: - Experience in higher education, nonprofit, or marketing/communications environments. - Budget and financial management experience, including forecasting and expense tracking. - Familiarity with data analytics or KPI reporting. - Demonstrated ability to coordinate events, civic engagements, or community partnerships. Ideal Candidate Profile The ideal candidate is a proactive, resourceful, and detail-oriented professional who takes pride in anticipating needs and creating order out of complexity. They thrive in a fast-paced, creative environment and are energized by supporting a dynamic, high-performing division. They possess exceptional judgment, professionalism, and interpersonal skills, and they bring a calm, solutions-focused approach to challenges. They are a cultural ambassadorsomeone who supports the Vice President's servant-leadership style and helps foster a joyful, collaborative, and high-trust team culture within the division. The ideal candidate thrives in an environment where no two days are alikebalancing executive precision with flexibility, tact, and creative problem-solving. They are energized by being a trusted partner to leadership, a reliable point of contact for the campus community, and a behind-the-scenes force in advancing UTampa's national reputation and civic presence. Core Competencies - Professionalism and integrity - Strategic organization and attention to detail - Communication excellence (written, verbal, visual) - Initiative and independent judgment - Collaboration and relationship-building Additional Information This position reports directly to the Vice President for Marketing and Communications. This is a full-time, on-campus position based in the Office of Marketing and Communications. Monday through Friday, 8:30 a.m. to 5:00 p.m. Summer: Monday through Thursday, 8:00 a.m. to 5:30 p.m. Occasional early morning, evening, or weekend hours may be required to support events or board/civic engagements. The University of Tampa offers great benefits including: FREE Tuition, generous paid leave, wellness initiatives, 100% employer-funded health reimbursement account, 100% employer-paid short & long term disability insurance, 100% employer-funded employee assistance program, discounted on-campus dining meal plans, FREE on-campus parking, access to campus amenities (pool, library, campus events and more), fitness center, pet insurance, flexible spending accounts, and more! To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at the time of application submission. Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.
The Administrative Assistant to the Vice President for Marketing and Communications provides high-level administrative, operational, and analytical support to ensure the efficient and effective functioning of the Office of Marketing and Communications. This position supports the Vice President and marketing senior leadership team in managing day-to-day operations, coordinating civic and university partner engagement, maintaining divisional budgets and analytics, preparing board and cabinet materials, and tracking strategic priorities tied to institutional goals. Duties and Responsibilities Executive and Administrative Support - Manage the Vice President's daily calendar, appointments, and scheduling logistics with a high level of accuracy and confidentiality. - Coordinate meeting preparation, including agendas, briefings, background materials, and follow-up actions. - Anticipate information needs, prepare briefing materials in advance of meetings, and ensure the Vice President is thoroughly informed and prepared. - Draft, edit, and proofread correspondence, memos, reports, and presentations for internal and external audiences. - Manage travel arrangements, reimbursements, and procurement card reconciliations in compliance with university policies. - Maintain organized digital and physical filing systems for correspondence, contracts, and institutional records. - Willingness to embrace new technologies and innovative organizational practices. - Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office. Budget and Operations - Track and reconcile the division's operating budget, including invoices, purchase orders, and vendor contracts. - Prepare monthly budget and variance reports; assist with forecasting and resource planning. - Liaise with Finance and Procurement on purchasing, compliance, and reporting needs. - Support the Vice President in ensuring that fiscal and operational processes align with institutional priorities and policies. - Assist in identifying process improvements and digital tools that enhance efficiency, tracking, and reporting accuracy across the division. Board, Cabinet, and Institutional Reporting - Assist in preparing executive-level reports and presentations for the President's Office, Cabinet, and Board of Trustees. - Compile divisional performance data and key performance indicators (KPIs) for monthly and quarterly review. - Coordinate timelines, gather inputs from team leads, and ensure all reporting deliverables meet quality and accuracy standards. - Support the creation of visually engaging presentations and dashboards that communicate outcomes and impact. Public Affairs Support - Provide project support senior leaders within the division as directed by the VP of Marketing and Communications. - Assist with logistics, scheduling, and materials preparation for media relations, crisis communication, and public affairs initiatives. - Support communications tracking and media monitoring efforts, ensuring follow-up and documentation of key outcomes. - Help coordinate messaging, speaking engagements, and event preparation for university leadership and community representation. - Maintain confidentiality and professionalism in handling sensitive institutional and media matters. Civic and Community Partner Engagement - Coordinate logistics and follow-up for the Vice President's participation in civic, community, and industry partnerships. - Maintain a calendar of civic, donor, and community events where the Vice President or division is represented. - Track engagements and ensure timely follow-up, briefings, and communications with external stakeholders. - Support preparation of talking points, bios, and event summaries related to civic and community representation. Strategic Initiatives and Project Tracking - Support implementation and tracking of divisional strategic priorities and the Vice President's 90-day and annual plans. - Coordinate divisional planning and goal-setting sessions; monitor progress on key initiatives and institutional deliverables. - Maintain project trackers and assist in follow-up on action items resulting from cabinet, leadership, and cross-divisional meetings. - Collaborate with Marketing and Communications managers to gather data and updates for strategic dashboards and reports. Internal Communications and Team Operations - Serve as a central point of contact for the Office of Marketing and Communications, ensuring seamless communication flow within the division. - Support planning and logistics for team meetings, retreats, and recognition events that foster culture, collaboration, and morale. - Coordinate staff recognition, professional development, and team-building initiatives that reinforce the division's culture of creativity, collaboration, and shared purpose. - Draft and distribute internal division announcements and project updates on behalf of the Vice President. - Assist with onboarding of new employees and maintenance of team rosters, contact lists, and shared resources. Qualifications Required: - Associate's or Bachelor's degree (business administration, communications, or related field preferred). - Minimum of 35 years of progressively responsible administrative experience supporting senior executives or managing office operations. - Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint); comfort with analytics and project management tools. - Excellent written and verbal communication skills, with a strong eye for accuracy, detail, and professional presentation. - Proven ability to handle confidential information with discretion and sound judgment. - Demonstrated ability to interact professionally with senior executives, trustees, media representatives, and community partners. - Exceptional discretion, diplomacy, and judgment in managing sensitive and confidential information. - Strong organizational skills, time management, and ability to manage multiple priorities in a fast-paced environment. Preferred: - Experience in higher education, nonprofit, or marketing/communications environments. - Budget and financial management experience, including forecasting and expense tracking. - Familiarity with data analytics or KPI reporting. - Demonstrated ability to coordinate events, civic engagements, or community partnerships. Ideal Candidate Profile The ideal candidate is a proactive, resourceful, and detail-oriented professional who takes pride in anticipating needs and creating order out of complexity. They thrive in a fast-paced, creative environment and are energized by supporting a dynamic, high-performing division. They possess exceptional judgment, professionalism, and interpersonal skills, and they bring a calm, solutions-focused approach to challenges. They are a cultural ambassadorsomeone who supports the Vice President's servant-leadership style and helps foster a joyful, collaborative, and high-trust team culture within the division. The ideal candidate thrives in an environment where no two days are alikebalancing executive precision with flexibility, tact, and creative problem-solving. They are energized by being a trusted partner to leadership, a reliable point of contact for the campus community, and a behind-the-scenes force in advancing UTampa's national reputation and civic presence. Core Competencies - Professionalism and integrity - Strategic organization and attention to detail - Communication excellence (written, verbal, visual) - Initiative and independent judgment - Collaboration and relationship-building Additional Information This position reports directly to the Vice President for Marketing and Communications. This is a full-time, on-campus position based in the Office of Marketing and Communications. Monday through Friday, 8:30 a.m. to 5:00 p.m. Summer: Monday through Thursday, 8:00 a.m. to 5:30 p.m. Occasional early morning, evening, or weekend hours may be required to support events or board/civic engagements. The University of Tampa offers great benefits including: FREE Tuition, generous paid leave, wellness initiatives, 100% employer-funded health reimbursement account, 100% employer-paid short & long term disability insurance, 100% employer-funded employee assistance program, discounted on-campus dining meal plans, FREE on-campus parking, access to campus amenities (pool, library, campus events and more), fitness center, pet insurance, flexible spending accounts, and more! To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at the time of application submission. Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.