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Job Description:

**DIVISION:** Marketing and Communications

**DEPARTMENT:** Design & Digital Print Services

**BASIC FUNCTION:** Responsible for the financial reporting of the weekly, monthly and annual job costing and billing information for the Design & Print (D&P­­­­) department. This position serves as the point person for vendor relations, manages front desk operations including faculty and staff visitors, job processing, and customer inquiries. This job is responsible for the development of the production schedule and monitors project tracking and provides cost estimates for specific design and print projects. This job will monitor progress and follow-up of all projects within project management systems and will support partners in consultation and education of new capabilities and technology.

**UNUSUAL WORK CONDITIONS:** none

**EDUCATION:** Bachelors’ Degree

**EXPERIENCE:** 3-5 years experience in printing production, demonstrated computer proficiency; familiarity with accounting and with a design and print environment preferred.

REQUIREMENTS:

+ Familiarity with digital presentation tools such as Canva, and Adobe products such as In-Design and Acrobat.

+ Understanding of estimating and chargeback/billing system.

+ Ability to create paper and electronic documents that interface with the University’s enterprise systems (Workday).

+ Understanding of design and print production and project management systems, such as Print Shop Pro and Wrike.

+ Detail oriented, good interpersonal and communication skills, maintains professional appearance, demeanor, and positive attitude.

+ Thorough working knowledge of word processing and spreadsheet application software (Microsoft Suite).

REPORTS TO: Senior Director, Design & Print Services

ESSENTIAL FUNCTIONS:

**Estimating basic projects as required.** This involves:

+ Inputting data into electronic estimating system and calculating design, print, finishing, and mailing costs.

+ Contacting partner or integrated marketing manager via email with estimate and file estimate for future reference.

+ Work with production team to ensure estimation system database is accurate.

**Writing up jobs, phone orders, and email orders that are not Integrated Marketing Manager-driven** . This involves:

+ Initiating job ticket as complete as possible.

+ Entering appropriate stock and quantity for print production.

+ Requiring checking document for integrity and accuracy.

+ Confirming whether project does or does not require integrated marketing manager (IMM) involvement. This aspect requires understanding of University branding initiatives.

+ Determines if proof is required

+ Understanding of required paper stocks

+ Understanding of printing processes required

+ Understanding of finishing processes required

+ Understanding of mailing processes required

+ Understanding of University branding standards

+ Forwards project to designer if file correction is required or return to client for correction.

**Tracking project status** . This involves:

+ Ensuring that all jobs are entered.

+ Verifying customer information.

+ Verifying inventory with production team on items in the storefront.

+ Properly labeling and filing job tickets when in workflow.

+ Locating jobs in production when requested.

+ Monitoring deadlines and developing appropriate correspondences regarding pending deadlines.

**Managing billing and Accounts Payable.** This involves:

+ Checking job data for completeness.

+ Determining total.

+ Inputting postproduction costs.

+ Creating invoice for partner when required or bill directly to University Accounting System (Workday).

+ Compare to estimate and investigate and document variance, if any with explanation for future references.

+ Compile financial and production reports as needed/identified by management

**Assisting D&P Senior Director with estimating internal basic projects as required and interacting with external printers, specialty printers, signage/banner vendors, and novelty sources.** This involves:

+ Inputting data into electronic estimating system and calculating design, print, finishing and mailing costs.

+ Contact partners via email with estimates and production schedule and archive for future reference.

+ Update electronic estimation, production scheduling, and workflow system database as necessary.

+ Assisting Senior Director as necessary with bidding process for external high-profile projects.

**Managing administrative and job filing systems.** This involves:

+ Assisting the Senior Director as needed.

+ Compiling all financial and print production data for year end report production and production analyst as well as review by University internal auditors.

**Meeting and greeting walk-in and phone and email contacts.** This involves:

+ Identifying purpose of the visit/call/email.

+ Contacting appropriate party.

+ First line customer service:

+ Ascertain if individual needs to consult with their Integrated Account Manager.

+ Accept work order or file if Integrated Account Manager not required.

+ Check for completeness or proper formatting.

+ Refer to appropriate staff member if there are questions unable to answer.

**Promotes safe and secure working conditions.** This involves:

+ Promoting the proper utilization of equipment and materials,

+ Notifying Supervisor immediately of any unsafe conditions.

Performs other related duties as needed.

Duties may be changed and/or be added at any time.

Category:

Marketing - Admin

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

_All offers of employment are contingent upon a satisfactory background check._

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a** **_Resume/CV_** **. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying.

Faculty Positions** **: If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description.

Staff positions** **: If you need to upload more than 5 documents, please either combine them to upload or email them to [email protected]