The Marketing Operations Manager is part of the Owen Graduate School of Management, Marketing & Communications Department at Vanderbilt University and is a key individual contributor responsible for the day-to-day marketing operations. This position is the backbone of the department, ensuring that all of the systems, processes and tools needed to sustain and execute the work of the department are in place and functioning at optimal levels. This role will report to the Chief Marketing Officer at the Owen Graduate School.
The Marketing Operations Manager will manage the Business School rankings process, serve as the Business Manager for the Marketing & Communications Department and oversee the day-to-day operations of key marketing functions.
About the Work Unit:
The Marketing & Communications Department manages marketing strategy, plans and tactical efforts for the programs and departments of the Owen Graduate School of Management (OGSM). With the goal of attracting and converting high quality students and employers to our programs, these initiatives include Branding and Creative Services, Digital and Traditional Advertising, Market Research, Public Relations and Social Media, Website, Direct Response efforts, Sales and Collateral materials and other publications. This department also handles all rankings submissions for the school, a critical element that feeds the reputation and fuels the appeal of a school for prospective students. The departmental staff is comprised of nine professionals supported by agencies, freelancers and centralized Vanderbilt resources; the department is directly responsible for a $1.4 million annual spend.
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university's students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday
Key Functions and Expected Performance:
Serves as business manager for the Marketing & Communications Department
Manages all vendor contracts and statements of work
Manages all invoices and complex recordkeeping for the multiple programs and departments served; understands costs by programs/departments and monitors expenditures against annual budget.
Recommends, implements and documents all office processes
Manages office services and suppliers – e.g. copier, fax, scanner, coffee service
Serves as department liaison for VUIT team, business office, and facilities.
Oversees maintenance and upkeep of office including equipment, offices and kitchen supplies, liaises with building and facilities managers
Coordinates appointments, meetings and conferences involving multiple participants and food and facility requirements
Manages office calendars
Provides general administrative support for five managers
Manages Business School rankings process
Serves as primary liaison to publications and organizations that rank business schools for the purpose of rankings submissions (i.e. US News & World Report, Financial Times, Poets & Quants)
Works with Dean's Office and various program directors and department heads to collect data in a timely manner, ensure that rankings submissions are accurate and optimized for each, and submitted in a timely fashion
Tracks and reports on rankings results and provides observations and analysis to appropriate constituents
Organizes and oversees data and archives of past rankings
Oversees day-to-day operations of key marketing functions
Manages weekly marketing staff meetings
Works closely with OGSM Business Office to manage Owen merchandise, including management of inventory, selection and purchase new product, as needed; works with students and program partners to source and produce new items in compliance with University Trademark & Licensing guidelines and sourcing partners
Serves as department manager for mail house and post office for bulk mailing
Works with external vendors including designer, printers and mail house for production, distribution and inventory of printed materials.
Provides various departments, faculty and staff with marketing materials, tools and guidance that will allow them to be self-sufficient
Continually seeks ways to improve processes and procedures that will enable marketing managers and others in the department to do their jobs better and/or more efficiently
Hire and supervise student employee(s) as needed to support MarComm team members
Special projects as needed with Marketing Managers
This position does not have supervisory responsibility; this position reports administratively and functionally to Chief Marketing Officer at the Owen Graduate School.
5 to 10 years of relevant work experience in business administration, marketing operations, higher education or project management is necessary.
Computer skills include proficiency in Microsoft Word, Excel, PowerPoint and Outlook; Adobe Creative Suite e.g. Photoshop, InDesign, Acrobat Pro, Illustrator; WordPress are necessary.
Effective written, verbal and listening communications skills are necessary.
Excellent time management skills are necessary.
Understanding of SkyVU and Vanderbilt purchasing processes is preferred; experience with an Oracle and centralized payment processing environment is a plus.
Strong problem-solving and decision making skills
Proven track record as a resourceful, self-starter able to take ownership of projects and initiatives.
Capacity to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Ability to develop and maintain strong, positive customer and peer relationships
Attention to detail and high level of accuracy
Ability to work well independently and as part of a team; solid work ethic
In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview
Internal Number: 1800574
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.