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Northwestern University job in
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Communications & Events Coordinator – Northwestern University – Chicago, IL

Company: Northwestern University

Location: Chicago, IL

  • Full Time

Northwestern University

Under the direction of the Chairman and Departmental Administrator, the Communication and Events Coordinator is responsible for coordinating a wide variety of writing, editing, proofreading, formatting, and fact-checking assignments for the Department of Pathology. The successful candidate will prepare letters and written materials for academic, research, outreach, and branding including content that will expand the Department’s web presence and social media impact. Preparing content for publications, maintaining websites and social media feeds, and executing the institute’s overall communications strategy. S/he will also be responsible for coordinating events, and will provide technical support for departmental events which may include lectures, meetings, and conferences.

This role will plan, coordinate and execute departmental events, including guest management of faculty candidates, guest speakers, and other guests to the department. May also provide information and/or tours of departmental resources, common facilities, and general information on the Department in relation to the area of the guest’s field of expertise.

This role will also serve as a backup for administrative duties including but not limited to procurement, order entry, reimbursement, and processing of payments.

Specific Responsibilities:

Online communications support:

  • Serves as Pathology’s liaison to Global Marketing, and the communications teams of the Office for Research and, Feinberg School Medicine.
  • Develops web and print articles on Department related topics based on academic publications, news, honors, awards, events, and research-related summaries and short articles. Frequently updates websites.
  • Enlists members of the Department’s community to provide source material and technical content for story and news ideas. Often adapts existing content to other digital media and print formats.
  • Incorporates social media and networking into Department’s online presence as appropriate.
  • Follows Search Engine Optimization best practices.
  • Assisting faculty maintaining and updating their online Faculty profiles.
  • Schedules appropriate venues and organizes staffing for each academic event; catering, technology needs, and acquires any special materials required. Ensures that the logistics and details are planned well in advance for flawless execution.
  • Manages logistical arrangements for all Departmental networking activities, special events, and outreach programs.
  • Attends events as to ensure their smooth functioning and recruits other staff members to support large events.
  • Works with the communications team to create announcements, flyers, banners, and video monitor postings. Regularly updates PlanIt Purple, the university’s events calendar. Drafts and posts event-related website announcements and social media content.

Photos and media:

  • Takes digital photos or coordinates professional photography sessions as required. Conducts image searches on- and offline. Obtains copyright and audiovisual release forms as needed. Assists hired photographers and videographers.
  • Helps to augment and maintain the Department’s photo database by ensuring proper storage and quick retrieval of digital images and other media files.

Information Coordination:

  • Organizes communications information and maintains accurate, up-to-date, and well-organized shared folders and files containing work product.
  • Conducts information searches and works with the team to develop proposals for new communications projects.
  • Serves as point person for the communications team, organizing meetings and staying on top of event schedules, project deadlines, team member work assignments, etc.
  • Monitors affiliated centers’ websites, social media, reports, events, and outreach activities to coordinate affiliate communications in conjunction with Departmental efforts.
  • General communication support:
  • Collaborates with faculty and other members of the communications team on editing, writing, fact-checking, and proofreading for a variety of print and online materials, in accordance with assigned deadlines.
  • Follows AP, University, and in-house style guidelines. Ensures that content is free of spelling and grammatical errors, and meets the Institute’s high standards for accuracy and factual rigor.
  • Identifies accompanying images, graphics, and hyperlinks; and sources/produces the related content. Adapts existing content to other digital media and print formats. Performs other duties as assigned.

Departmental Support:

  • Guest management of faculty candidates, guest speakers, visitors.
  • Providing information and tours of departmental and other NM resources to guests and faculty candidates.
  • Serve as a backup for other administrative staff. Being well versed in procurement, reimbursement, and payment processing in both the NU and NM PeopleSoft systems.
  • Provide bulk poster printing to Department researchers, residents & fellows
  • Maintain a various departmental mailing lists for distribution of information (mailings, invitation, attendance, RSVP lists)

Performs other duties as assigned.

Minimum Qualifications:

  • Bachelor’s degree in communication, journalism, the liberal arts, or the equivalent combination of education, training, and experience from which comparable skills can be acquired.
  • 1-2 years’ work experience involving significant writing, editing, and communications assignments.
  • Demonstrated experience in writing and editing content in an academic setting or for the web and social media.

Minimum Competencies: (Skills, knowledge, and abilities.)

  • Outstanding writing, verbal communication, and organizational skills.
  • Ability to grasp general science concepts, while focusing on organization of content, grammar, spelling, consistent use of terminology and abbreviations, etc.
  • Rigorous attention to detail; well versed in AP style, with a sharp eye for grammar, punctuation, and spelling.
  • Experience with Cascade or other content management systems.
  • Initiative and ability to make sound decisions, set priorities, plan projects, organize workflow, work independently on assigned projects, and collaborate in a hard-working, small-team environment, demonstrating an exceptional work ethic and following through on initiatives.
  • Punctual and reliable, with the ability to meet deadlines, strive for continuous improvement, solve problems quickly, and think outside of the box.
  • Ability to establish and maintain effective working relationships with faculty, researchers, students, co-workers, and colleagues throughout the university.

Preferred Qualifications: (Education and experience)

  • Master’s degree in communication, journalism, or the liberal arts.
  • Applicable experience involving writing assignments on scientific or technical subject matter.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Proficiency in HTML.
  • Demonstrated interest in the fields of bio-inspired science and technology and regenerative medicine.

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