Communications and Engagement Assistant
University of North Florida, Jacksonville, FL, United States
General Description / Primary Purpose
Reporting to an Assistant Director or above, the Communications and Engagement Assistant supports the Deans Office by managing daily administrative operations, assisting with meetings and events, and serving as a first point of contact for visitors and inquiries. The position helps prepare communications and marketing content, updates website and digital materials, and ensures timely completion of routine tasks such as budgeting, scheduling, travel processing, and office organization. This role contributes to effective information flow across the college and supports special projects that enhance the visibility and functioning of the Deans Office.
Communication, Marketing, and Content Support
Assist in planning, drafting and distributing monthly faculty/staff newsletters
Create and maintain monthly Upcoming Events sheets for internal and external audiences
Submit monthly event listings to the Presidents Office and ensure all deadlines and formatting requirements are met
Facilitate, gather, and organize content from departments, faculty, and partners to ensure accurate, timely, and consistent publication across multiple platforms, including social media, newsletters, website updates, and broader marketing initiatives
Attend events to take pictures and video content
Collaborate with communications staff to develop and schedule social media posts and campaigns
Assist with brainstorming and executing new marketing ideas to highlight departmental achievements, events and initiatives
Website and Digital Content Support
Update website content on a regular basis to ensure accuracy, consistency, and alignment with institutional brand and accessibility standards
Monitor and verify that links, images, documents, and webpages are current and functioning properly
Assist with broader web‑related efforts, including refreshing, reorganizing, and preparing content for larger digital projects
Serve as the administrative lead for the annual Summer Web Refresh by gathering updated information from departments, preparing revised text, images, and documents for upload, and ensuring all webpages meet style, design, and accessibility guidelines
General Administrative Support
Provide administrative support to the dean, associate deans and other college‑wide employees
Assist with coordinating internal meetings, external conferences, commencement activities and other events hosted by the Deans Office
Lead administrative support for day‑to‑day office operations and help plan, organize, and carry out events and activities
Track deadlines and ensure recurring monthly tasks are completed on schedule
Maintain the storage of office supplies and ensure new supplies are ordered in a timely manner
Provide travel and p‑card support to associate deans and secondary support for the dean
Assist associate deans with calendar support as needed
Maintain Deans Office reception through greeting guests, distributing correspondence, answering and routing calls
Monitor Deans Office budgets
Marginal Functions
Schedule maintenance for Deans suite before and after each room vacancy
Keep kitchen, file room, supply room and front office organized
Serve as backup to Executive Assistant
Supervision Exercised
Student Assistants – OPS and FWS
Supervision Received
Work is performed under general supervision. Tasks follow established procedures and guidelines, with the supervisor available to provide direction, clarify priorities, and resolve issues as needed. Employee is expected to manage day‑to‑day responsibilities independently but consults with the supervisor on non‑routine matters, changes in workflow, or situations requiring higher‑level decision‑making.
Required Qualifications
Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Departmental Qualifications And Preferred Experiences
Associate or Bachelor’s degree (communications, marketing, business, public administration, or related field)
Experience drafting newsletters, coordinating event publicity, and maintaining web/digital content
Experience with Cascade CMS, WordPress, SharePoint pages, and basic accessibility practices for web content
Experience with social media scheduling tools and basic photo/video capture for events
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Reporting to an Assistant Director or above, the Communications and Engagement Assistant supports the Deans Office by managing daily administrative operations, assisting with meetings and events, and serving as a first point of contact for visitors and inquiries. The position helps prepare communications and marketing content, updates website and digital materials, and ensures timely completion of routine tasks such as budgeting, scheduling, travel processing, and office organization. This role contributes to effective information flow across the college and supports special projects that enhance the visibility and functioning of the Deans Office.
Communication, Marketing, and Content Support
Assist in planning, drafting and distributing monthly faculty/staff newsletters
Create and maintain monthly Upcoming Events sheets for internal and external audiences
Submit monthly event listings to the Presidents Office and ensure all deadlines and formatting requirements are met
Facilitate, gather, and organize content from departments, faculty, and partners to ensure accurate, timely, and consistent publication across multiple platforms, including social media, newsletters, website updates, and broader marketing initiatives
Attend events to take pictures and video content
Collaborate with communications staff to develop and schedule social media posts and campaigns
Assist with brainstorming and executing new marketing ideas to highlight departmental achievements, events and initiatives
Website and Digital Content Support
Update website content on a regular basis to ensure accuracy, consistency, and alignment with institutional brand and accessibility standards
Monitor and verify that links, images, documents, and webpages are current and functioning properly
Assist with broader web‑related efforts, including refreshing, reorganizing, and preparing content for larger digital projects
Serve as the administrative lead for the annual Summer Web Refresh by gathering updated information from departments, preparing revised text, images, and documents for upload, and ensuring all webpages meet style, design, and accessibility guidelines
General Administrative Support
Provide administrative support to the dean, associate deans and other college‑wide employees
Assist with coordinating internal meetings, external conferences, commencement activities and other events hosted by the Deans Office
Lead administrative support for day‑to‑day office operations and help plan, organize, and carry out events and activities
Track deadlines and ensure recurring monthly tasks are completed on schedule
Maintain the storage of office supplies and ensure new supplies are ordered in a timely manner
Provide travel and p‑card support to associate deans and secondary support for the dean
Assist associate deans with calendar support as needed
Maintain Deans Office reception through greeting guests, distributing correspondence, answering and routing calls
Monitor Deans Office budgets
Marginal Functions
Schedule maintenance for Deans suite before and after each room vacancy
Keep kitchen, file room, supply room and front office organized
Serve as backup to Executive Assistant
Supervision Exercised
Student Assistants – OPS and FWS
Supervision Received
Work is performed under general supervision. Tasks follow established procedures and guidelines, with the supervisor available to provide direction, clarify priorities, and resolve issues as needed. Employee is expected to manage day‑to‑day responsibilities independently but consults with the supervisor on non‑routine matters, changes in workflow, or situations requiring higher‑level decision‑making.
Required Qualifications
Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Departmental Qualifications And Preferred Experiences
Associate or Bachelor’s degree (communications, marketing, business, public administration, or related field)
Experience drafting newsletters, coordinating event publicity, and maintaining web/digital content
Experience with Cascade CMS, WordPress, SharePoint pages, and basic accessibility practices for web content
Experience with social media scheduling tools and basic photo/video capture for events
#J-18808-Ljbffr