What are the responsibilities and job description for the Communications and Engagement Assistant position at University of North Florida?
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
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 daytoday responsibilities independently but consults with the supervisor on nonroutine matters, changes in workflow, or situations requiring higherlevel decision-making.
Required Qualifications
Bachelor's degree or a high school diploma and 4 ears of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Departmental Qualifications And Preferred Experiences
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
- 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 Deans 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 Deans Office reception through greeting guests, distributing correspondence, answering and routing calls
- Monitors Deans Office budgets
- Schedule maintenance for Deans suite before and after each room vacancy
- Keeps kitchen, file room, supply room and front office organized
- Serves as backup to Executive Assistant
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 daytoday responsibilities independently but consults with the supervisor on nonroutine matters, changes in workflow, or situations requiring higherlevel decision-making.
Required Qualifications
Bachelor's degree or a high school diploma and 4 ears of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
Departmental Qualifications And Preferred Experiences
- Associates or Bachelors 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.