Promotion, Communication And Design Assistant

Southern Oregon University

POSITION SUMMARY:
Date application must be received for priority consideration by: May 12, 2025
Anticipated Appointment Begin Date: July 7, 2025
Closing Date or if blank, Open Until Filled:
Job Family Group: Support Staff
Support Staff Classification Title: Public Information Assistant
Division/Department: Academic Affairs/Hannon Library
Compensation Range (commensurate with experience): Salary Range 17, steps 1-3 $18.56 -$19.68 /hourly or $3,147 - 3,411 @ 1.0 FTE
FLSA Status: Non-Exempt
Appointment Basis: 12-month
Time Type: Full-time
Benefits Eligible: Yes
Renewable/Non-renewable/Grants/Limited Duration/Temporary: Renewable
This position must possess and maintain a current, valid Driver License: No
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes
Lead Work/Supervisory Responsibilities: Yes
Work Location Type: On-campus
Work Hours: M-F (8:00a - 5:00p) occasional evening hours as needed for event support.
Worker Status: Must be able to legally work in the United States without visa sponsorship

SPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant's qualifications and interest in the position; and (2) current resume/CV. - PLEASE NOTE - during the application process, you will be prompted to attach these documents in the area titled 'Resume.' Please either combine ALL documents into ONE attachment, OR upload each item separately in this section. Failure to upload ALL of the required documents may disqualify application from consideration.
• For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
• To view SOU's very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
• Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html, demonstrates our value and commitment to our employees.

POSITION DESCRIPTION:

This position works under the supervision of the Campus Engagement & Research Services Librarian. The position provides promotion, communication, and design support for Hannon Library and is heavily involved in the creation and dissemination of information. This position involves working collaboratively with all departments within the library and other campus departments. The position coordinates with the Campus Engagement and Research Services Librarian to create marketing plans for various library needs and is responsible for creating original designs for print and digital promotional materials. The position also coordinates activities related to room and event scheduling in the Library and performs a variety of complex office/clerical support tasks. The ability to successfully interact with a diverse population is a must.

Minimum Requirements

• Two years of experience gathering information, writing and/or producing materials, and presenting materials to selected audiences; OR
• A Bachelor's degree in Journalism, Communication, or a closely-related field.
  
  

Preferred Requirements

• Experience with administrative projects or assignments or coordinating program elements in support of a program operation.
• Self-starter with demonstrated ability to plan projects, organize, prioritize and execute multiple tasks efficiently and effectively while meeting deadlines.
• Strong background in communication with the ability to proactively elicit ideas from others and encourage participation.
• Strong customer service skills that demonstrate potential for effectively working with a diverse population.
• Excellent written and verbal communication skills.
• Excellent computer skills with demonstrated experience to quickly master a variety of software programs.
• Experience with publicity standards and social media platforms.
• Experience with Microsoft Office Suite and desktop publishing software.
• Ability to effectively use Adobe Suite including InDesign.
• Experience supervising entry-level workers.
• Experience with campus systems and programs such as scheduling systems and databases.
• Experience working with event scheduling/planning.
• Experience in revising, updating and implementing procedures.
• Experience interpreting and observing confidentiality restrictions.
• Experience with receiving and screening student worker applications, and processing student payroll.
• Experience in Marketing.
• Experience in Project Management.

Essential Functions

Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:

(35%) Promotion and Communication

• Coordinate promotional program elements in support of the library.
• Utilize knowledge of library core values (such as information literacy, access, and service) in order to implement the library's strategic plan and spread awareness of services.
• Support the Campus Engagement & Research Services Librarian in efforts to develop and implement a library marketing plan and inform campus constituents about library events and services.
• Develop effective communication strategies and create high-impact publications and products.
• Promote specific collections, services, events, and programs that showcase the library to students, staff, faculty, and community members.
• Cultivate content, create and distribute library news, events, policies, and procedures through library newsletter, social media, blog posts, or other outlets.
• Serve as the main point of contact for campus groups who want to add content to library display monitors.
• Regularly meet with all library departments to determine promotional needs and distribute information.

(25%) Event and Room Scheduling Support

• Coordinate event services in the library, which includes tracking meeting room requests and scheduling events in the Event Management System (EMS) for both internal and off-campus groups.
• Manage Hannon Library calendar of events and strategically coordinate Meese Room setups with Facilities Management and Planning (FMP).
• Ensure compliance with SOU and library facilities usage policies.
• Monitor events as necessary and regularly report the condition of meeting spaces to the Building Coordinator after use.
• Coordinate with Web & Discovery Librarian to maintain up-to-date information regarding scheduling and events on the Hannon Library website.

(20%) Graphic Design

• Design original digital graphics and logos using professional software, such as the Adobe Suite, for library events and general promotion, including social media graphics, digital monitor displays, mailers, flyers, and other print and digital collateral.
• Record and edit videos and still images of events and displays as needed.
• Adhere to and ensure ADA requirements are met for all promotional material. Includes closed-captioning video content and screen reader web accessibility.
• Ensure all created promotional material is consistent with approved SOU and library branding.

(15%) Library Administrative Program Support

• Develop detailed annual reports to show which events and promotional efforts have been most successful in terms of the library's strategic plan.
• Liaise with the Friends of Hannon Library (FHL) Board and attend regular FHL Board meetings.
• Assist the FHL Board in promoting, scheduling, facilitating, and recording FHL-sponsored events, such as guest speaker lectures and/or webinars.
• Support FHL membership by mailing renewal notices, thank yous, and fielding new member account questions.
• Collaborate with library staff and faculty on in-house building signage and displays.
• Hire, train, and supervise student employees to assist with promotion/communication and library events-related tasks, as needed.
• Serve on various SOU and library committees and work groups.

(5%) Other Duties as Assigned

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment..
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated ability to provide training and direction to student assistants.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• High level of innovation, creativity and an artistic eye with the ability to combine art and technology to communicate ideas through images.
• Understanding of current social media strategies and current marketing techniques.
• Ability to access, update, and retrieve information from databases; answering inquiries and explaining rules, regulations, policies, and procedures; composing, formatting and editing written communication; maintaining a filing system; using an automated accounting system.
• Ability to work with frequent interruptions and deal politely with the public.

Physical Demands

• Normal office activities may include sitting/standing for long periods of time, use of a computer, grasping, bending, standing, move/transport less than 20 pounds (case of paper).

Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
• Must be able to successfully pass a pre-employment background check.
• This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
• The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.

_________________________

SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce

In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.

Diversity Statement:
Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators, and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

SOU Land Acknowledgement
We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, the discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together - who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return, they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon (www.grandronde.org) and the Confederated Tribes of Siletz Indians (www.ctsi.nsn.us) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We encourage YOU to learn about the land you reside on and to join us in advocating for the inherent sovereignty of Indigenous people.

Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the 'Clery Act'), require that prospective employees be notified of the availability of SOU's Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR) can be accessed at the following link: https://cps.sou.edu/clery-act-annual-security-report/. A physical copy of the ASR is available at no charge upon request. To request a copy, please visit the Office of the General Counsel located in Churchill Hall, 1250 Siskiyou Boulevard, Ashland, Oregon 97520. For more information, call 541-552-7095, or email clerycoordinator@sou.edu.


To apply, please visit: https://sou.wd1.myworkdayjobs.com/en-US/Southern_Oregon_University/job/Southern-OregonAshland-Campus/Public-Information-Assistant_R0000702







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