Communications and Engagement Assistant

Department

Arts & Sciences (COAS), Communications & Engagement

Compensation

$18.30 to Negotiable Hourly

General Description/Primary Purpose

Reporting to an Assistant Director or above, the Communications and Engagement Assistant supports the Dean’s 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 Dean’s 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 President’s 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

Website & Digital Content Support

• 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.

General Administrative Support

• 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 Dean’s 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 Dean’s Office reception through greeting guests, distributing correspondence, answering and routing calls

• Monitors Dean’s Office budgets

Marginal Functions:

• Schedule maintenance for Dean’s suite before and after each room vacancy

• Keeps kitchen, file room, supply room and front office organized

• Serves as backup to Executive Assistant

Supervision Exercised:

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 day‑to‑day responsibilities independently but consults with the supervisor on non‑routine matters, changes in workflow, or situations requiring higher‑level decision-making.

Required Qualifications

Bachelor's degree or a high school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

Departmental Qualifications and Preferred Experiences:

• Associate’s or Bachelor’s 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.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.