Marketing Administrative Coordinator

Overview

Alabama State University, Institutional Effectiveness invites applications for the position of Marketing Administrative Coordinator. The Marketing Administrative Coordinator serves as a vital operational leader within the Office of Marketing & Strategic Communications, working closely with the Executive Director of Marketing and Strategic Communications to ensure the smooth execution of departmental functions and marketing initiatives. This role provides administrative, operational, and project support, coordinates workflows, maintains marketing assets, and oversees student staff.

The Coordinator combines strong organizational skills, excellent communication, customer-focused service, and a proactive approach to support the department’s goals and brand consistency.

• Serve as a key point of contact for internal and external inquiries, answering phones, greeting visitors, and responding to email requests.
• Manage daily office operations, including mail handling, office equipment oversight, and general upkeep.
• Prepare and maintain accurate documentation, reports, memos, vendor contracts, and confidential records.
• Develop and maintain a comprehensive internal marketing activity calendar using  to track campaigns, content deadlines, events, project milestones, and cross-team dependencies.
• Coordinate scheduling of meetings, departmental events, travel arrangements, and campus facility bookings in consultation with the Executive Director.
• Assist with project coordination across marketing initiatives to ensure timely completion and alignment with strategic goals.
• Maintain and track the inventory of marketing materials, merchandise, and collateral, ensuring supplies are stocked and available for events, promotions, and departmental needs.
• Oversee distribution of printed collateral, promotional products, branded materials, and other marketing resources.
• Work collaboratively with Creative Services and external vendors to order, receive, and organize materials.
• Maintain an active and updated list of marketing supplies and equipment (e.g., signage, banners, event materials, AV gear).
• Coordinate purchase requests, track invoices, reconcile supply accounts, and manage relationships with vendors.
• Ensure equipment is maintained, checked in/out as needed, and accounted for in inventory tracking.
• Recruit, train, coordinate, and oversee the work of student workers including 20-hour interns and Federal Work-Study students.
• Delegate assignments, monitor performance, ensure compliance with departmental standards, and support student professional development.
• Maintain work schedules, assign tasks, and evaluate work outputs in accordance with departmental expectations.
• Assist with processing financial documents including purchase requisitions, invoices, and reimbursements.
• Maintain budget tracking records and support monthly reconciliation of departmental accounts.
• Generate periodic reports summarizing financial, operational, and project status information for internal review.
• Provide gold-standard customer service by responding promptly and professionally to requests from internal partners (faculty, staff, students) and external stakeholders.
• Serve as a trusted liaison between the Marketing & Strategic Communications office and campus constituents — building strong relationships, sharing information, and facilitating collaboration.
• Communicate effectively with diverse audiences to triage needs, clarify expectations, and deliver solutions in a service-oriented manner.
• Work collaboratively with the Executive Director to support strategic priorities, departmental planning, and execution of communications and marketing efforts.
• Attend team meetings, contribute to workflow improvements, and assist cross-functional teams with planning and operational execution.
• Support special projects and assignments as directed by the Executive Director.

Bachelor’s degree with at least two (2) years of related experience, OR an equivalent combination of education and experience in marketing, administration, communications, or a related field; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and…