Communications and Engagement Assistant

University of North Florida Alumni Association•Jacksonville, FL

About The Position

Reporting to an Assistant Director or above, the Communications and Engagement Assistant supports the Dean’s 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 Dean’s Office.

Requirements

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.

Nice To Haves

Associate’s 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.

Responsibilities

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 President’s 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
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.
Serves 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.
Provides administrative support to the dean, associate deans and to other college-wide employees.
Assists with coordinating internal meetings, external conferences, commencement activities and other events hosted by the Dean’s Office
Leads 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
Maintains the storage of office supplies and ensures new supplies are ordered in a timely manner
Provides travel and p-card support to associate deans and secondary support for the dean
Assist associate deans with calendar support as needed
Maintains Dean’s Office reception through greeting guests, distributing correspondence, answering and routing calls
Monitors Dean’s Office budgets
Schedule maintenance for Dean’s suite before and after each room vacancy
Keeps kitchen, file room, supply room and front office organized
Serves as backup to Executive Assistant