Job Summary
University of Illinois Chicago’s Office of the Vice Chancellor for Strategic Marketing and Communications, through market research, analytics and a deep understanding of an optimal constituent experience, is charged with enhancing, elevating, stewarding, amplifying and protecting the university’s reputation, visibility and reach throughout the state, nationally and globally.
Part of the University Communications team of Strategic Marketing and Communications, the Communications Specialist will coordinate and manage responses to Freedom of Information Act (FOIA) requests according to office procedures. Reporting to the Associate Vice Chancellor for University Communications, this role will coordinate, collaborate and assist with media, writing, special projects and general office functions, including project management.
The Strategic Marketing and Communications team is a collaborative group that develops and executes strategies that inform, inspire and engage others to become part of UIC’s global academic and research mission. This role values a team of teams approach and is a detailed thinker, researcher and deadline- driven communicator who values processes and systems.
Job Responsibilities
- Coordinate document collection and retrieval to comply promptly with assigned FOIA requests.
- Review and process responsive documents, mark redactions and prepare response letters and other notices to requestors.
- File and post FOIA records and communication according to office procedures.
- Ensure compliance with FOIA-related timelines and university confidentiality requirements as pertains to records.
- Assist with data collection and verification related to FOIA processing.
- Work closely with FOIA officers within the University of Illinois System to ensure best practices and alignment.
- Create, maintain and update project management tools to track, plan and execute a variety of initiatives, priorities and events. Communicate accordingly with teams working on projects and assist with specials projects, initiatives and events.
- Edit and proofread a variety of communications for format and style.
- Research articles for daily news summaries. Curate items along with reviewing, producing and distributing, by offering careful evaluation of news sources for applicability, timeliness and impact on institution.
- Create and maintain email and postal mail list for news summaries, media/news release and publications. Assist with massmail and processing, including formatting, submitting and releasing emails.
- Perform other duties as they emerge in an ever-evolving communications and marketing landscape.
Required Qualifications, Education & Experience:
- Bachelor's degree in communications, journalism, library science, research, social sciences or related field.
- Three years of professional business or office experience, ideally in a legal, government or communications setting.
- Experience with project and records management programs, systems and processes.
Required Skills & Abilities
- Proven effectiveness and ability to use independent and sound judgement in evaluating information and the ability to communicate effectively with university staff from varying backgrounds and departments while maintaining strict confidentiality.
- Proven effectiveness and ability to handle multiple tasks in a timely manner with competing deadliness and to reassess priorities daily.
- Ability to manage, track and plan complex projects and initiatives that support multiple goals.
- Ability to review, analyze and interpret documents for responsiveness to FOIA request language and to understand and apply governmental regulations to documents and processes.
- Ability to take direction and handle assigned work independently following office protocols, with minimum instruction, and within the designated timeframe. Collaborative (team of teams strength) approach to the work environment.
- Excellent organizational and multi-tasking skills to produce accurate, detail-oriented work while meeting stringent deadlines and project specifications.
- Strong computer skills specifically demonstrated experience with Adobe suite, Microsoft Office suite (Word, Excel, Access, and Outlook).
- Ability to respond to many requests for information and ability to identify questions or issues that should be escalated within the office.
- Excellent problem-solving skills that require the ability to identify problems, gather data, establish facts, and present valid conclusions in response to problems. Ability to employ research and metrics to inform strategies and results.
- Ability to use good research procedures in historical searches of index and office files.
- Proven ability to advise on crisis communications and issues management situations; familiarity with privacy regulations in higher education, research and health care settings.
- Familiarity with NIMS (National Incident Management System) and FOIA (Freedom of Information Act) processes.
- Strong interpersonal skills and excellent written and oral communications skills.
- Commitment to the mission and values of UIC, including a strong record of advancing diversity, equity and inclusion.
- Set goals and use data analytics to measure effectiveness of tactics and progress towards the strategic goals.
- Collaborate with UI System office to oversee UIC FOIA requests and system-wide communications.
For fullest consideration, please submit a cover letter, resume, and three references by September 25, 2024 via the UIC Job board.
The University of Illinois Chicago is an affirmative action, equal opportunity employer that has a strong institutional commitment to the principle of diversity and is particularly interested in receiving applications from a broad spectrum of people. We are committed to equal employment opportunities regardless of sex, gender identity, sexual orientation, race, color, and religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment.
For more information, visit https://www.hr.uillinois.edu/cms/One.aspx?portalId=4292&pageId=1411899
