Administrative Coordinator - Creative Operations

Position Description :

The Administrative Coordinator for Creative Operations in Institutional Advancement serves as the primary administrative support for the Engagement Team's creative services, under the direction of the Project Manager or Department Leadership. This role ensures the smooth functioning of creative operations by coordinating projects, managing workflows and schedules, maintaining records and assets, and facilitating communication across teams and external partners.

Primary Functions

• Coordinate and support daily administrative operations of the creative services team, including scheduling, resource tracking, and documentation. Assist in prioritizing creative projects based on deadlines, importance, and available resources. Follow up to ensure timely submission of assets and escalate delays as needed.
• Serve as the administrative point of contact for creative operations, ensuring efficient communication between internal teams, freelancers, and stakeholders. Route deliverables for approval and consolidate feedback for the Creative Services team.
• Assist in the development and tracking of budgets related to creative projects and freelance engagements. Initiate purchase requests and coordinate payments with Finance. Maintain records of completed projects and metrics for reporting purposes.
• Maintain organized records and files, including project documentation, contracts, and creative assets. Migrate and organize project files in SharePoint, create project IDs, apply naming conventions, ensure version control, and archive files for accessibility.
• Manage digital asset libraries and support photo shoot logistics, including scheduling, coordinating with internal teams, and receiving and organizing assets. Apply proper naming conventions and storage guidelines.
• Support the preparation of proposals, reports, and event collateral. Complete design support tasks such as formatting templates and coordinating print logistics. Submit files for printing, coordinate proof approvals, and manage delivery of printed materials.
• Monitor and update project management tools (e.g., Monday.com), ensuring timelines, assignments, and status updates are accurate and current. Keep stakeholders informed of progress and changes.
• Coordinate freelance schedules and contracts, and track deliverables and payments under the supervision of the Project Manager. Support contract management and maintain documentation for freelance engagements.
• Facilitate communication and feedback routing between the design team, writers, stakeholders, and approvers. Manage expectations and provide clear timelines to stakeholders.
• Assist with planning and execution of special projects such as photo shoots, workshops, retreats, and advisory meetings. Support logistics and coordination as needed.
• Participate in strategic planning and process improvement initiatives related to creative operations, offering administrative support for implementation.
• Other duties as assigned.

Knowledge - Skills - Abilities

#LI-SN1

Preferred Schedule : M-F 8-5

Position Requirements :

Appropriate experience may be substituted on equivalent basis

Minimum Required Education : Bachelor's Degree

Minimum Required Experience : 2 years

Preferred Experience : 4 years, Program / project coordination experience. Experience in philanthropy, non-profit, and / or creative agency setting

Preferred Field : Graphic design, project coordination, administration

Why MCW?

For a full list of positions see : www.mcw.edu / careers

For a brief overview of our benefits see : https : / / www.mcw.edu / departments / human-resources / benefits

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity / expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants, or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.