Digital Communications Assistant

Department

MED-Office of Communications

NEX/13

Northwestern University Feinberg School of Medicine Office of Communications seeks a motivated, detail‑oriented, and digitally fluent Communications Assistant to assist with a wide variety of administrative, communications, and digital web production assignments, including those that support the Office of Communications, Dean’s Administration, and student and resident recruitment. Independently manages the medical school’s mass email system, including creating and maintaining standard operating procedures, maintaining HTML templates, designing, editing and proofing messages from the community, and formatting and producing digital weekly, monthly, and quarterly newsletters.

In addition, this position provides digital production support and editorial assistance for the quarterly Northwestern Medicine magazine, several medical school newsletters, as well as photography, video and podcasts. The Communications Assistant also manages the team’s finance and administrative needs.

• Communications and Marketing Project Support, including design, formatting, production and distribution of digital and print projects, such as
  • student and resident recruitment materials,
  • digital newsletters,
  • template‑based websites,
  • internal communications projects,
  • external marketing materials,
  • video and photo shoots,
  • other miscellaneous organizational collateral.
• Edit, proof copy, select and resize images, and manage production of print and online publications produced by the Office of Communications and various Vice Dean’s Offices.
• Understand and implement Northwestern University, Northwestern Medicine, and Feinberg brand guidelines.
• Independently manage the medical school’s mass email production and delivery systems, including creating and maintaining standard operating procedures, maintaining templates, designing, editing and proofing messages from the community, and formatting and producing digital weekly, monthly, and quarterly newsletters. These systems require some knowledge of HTML for digital production and operational knowledge of Northwestern’s content management system, Northwestern’s required internal email delivery systems, off‑the‑shelf email creation and delivery tools, as well as knowledge of institutional policies and guidelines for community submissions.
• Counsel departments, institutes and center communicators on appropriate use of campus distribution systems.
• Proof and manage approvals. Track, analyze, and deliver reports upon request.
• Provide editorial services for the quarterly Northwestern Medicine magazine: proofreading copy; coordinating sections of the magazine; co‑leading digital production of the online version of the magazine in the appropriate content management system; managing the distribution process of the print magazine.
• Communicate and collaborate with other related affiliate and University institutions, and focus on developing relationships.
• Serve as medical school and Office of Communications liaison on Northwestern committees and staff work groups.
• Provide administrative support to the Senior Executive Director, Communications Director and other office staff as needed: schedule meetings, organize and file invoices and materials; coordinate departmental meetings; assist in the compilation of reports, assist with onboarding new employees, maintain front desk duties, etc.

Performs other duties as assigned.

• Successful completion of a full 4‑year course of study in an accredited college or university leading to a bachelor’s or higher degree or the equivalent combination of education, training, and experience.
• One year of experience in a professional organization producing high‑quality documents and materials and managing a variety of print and digital projects.

• Familiar with basic HTML
• Excellent computer skills with proficient use of Adobe Creative Suite – including Dreamweaver, Photoshop, and InDesign, Web‑based Content Management System (such as Word Press, Squarespace or Cascade), and Microsoft Office.
• Emerging project management skills and demonstrated…