Marketing & Communications Specialist I

Job Summary

The Marketing and Communications Specialist I serves as the operational and project management backbone of the WKCTC Marketing and Communications Office. This position ensures that all marketing processes—from request intake to project completion—are executed with efficiency, accountability, and accuracy. Reporting to the Director of Marketing & Communications, the Specialist coordinates cross-departmental communication, oversees project workflows through Monday.com, manages purchasing and budget tracking, and supports a variety of high-visibility campus events and campaigns. The role requires a balance of administrative precision, organizational leadership, and creative initiative to keep the office and its hundreds of annual projects running seamlessly.

Job Duties:

Project Management and Workflow Oversight
- Serve as primary manager of the college’s marketing request system, processing and prioritizing hundreds of annual requests.
- Assign and track tasks for marketing team members through Monday.com, ensuring timelines, deliverables, and quality standards are met.
- Develop and refine workflow processes to improve efficiency, communication, and accountability across departments.
- Monitor project progress, provide regular updates to leadership, and proactively identify potential delays or resource conflicts.

Administrative and Budget Coordination
- Manage department operations, including supply inventory, vendor quotes, purchase requisitions, and invoice processing.
- Maintain accurate financial records, reconcile expenditures, and assist with annual budget preparation.
- Serve as liaison with Purchasing, Business Services, and vendor partners to ensure smooth and timely processing of marketing expenses.

Communications and Content Support
- Coordinate recurring internal communications such as the WKCTC Digest, employee announcements, and other campus updates.
- Assist with copy review, scheduling, proofing, and light editing of digital and print materials.
- Maintain organized digital asset systems (photo/video libraries, design files, templates) to ensure accessibility and brand consistency.

Event and Campaign Support
- Provide logistical and creative support for campus events, including setup, vendor coordination, signage, and on-site coverage.
- Capture event photography and create social media content.
- Support major college campaigns and special initiatives by aligning timelines, deliverables, and promotional strategies.
Data and Analytics
- Support reporting and analysis for campaign metrics, social engagement, and project completion timelines.
- Maintain records that contribute to departmental assessment and continuous improvement efforts.

Minimum Qualifications:

• Bachelor's degree or equivalent years of experience required
• Demonstrated project management and workflow coordination experience.
• Strong administrative and organizational skills with exceptional attention to detail.
• Ability to manage multiple concurrent projects with accuracy and composure under deadlines.
• Proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills; editing or proofing experience preferred. 

Preferred Qualifications:

• Experience with project management software (e.g., Monday.com, Asana, Trello) preferred.
• Familiarity with Adobe Creative Cloud, Google Analytics, or Canva is a plus.

Additional Skills Requested:

• Operates under general direction with substantial independence and responsibility for managing complex processes and multiple concurrent deadlines.
• Demonstrates initiative, anticipate needs, and propose process improvements that advance departmental goals.
• Serves as the central coordination point for marketing operations, requiring high levels of professionalism, discretion, and collaboration.
• Dependability, proactive communication, and a commitment to accuracy and service excellence are essential to success in this role.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.