• Marketing Communications Coordinator

    Location US-OR-Salem
    Job ID
    0518-2156
    Position Type
    Regular Service Full-Time
    Application Deadline
    May 31, 2018; 5:00pm
    Shift
    Day
    Posted Range
    38L
    FLSA Exemption
    Non-Exempt
    Salary Grade
    $42,828 - $68,688
    Schedule
    Mon-Fri; 8am-5pm
  • Overview

    The Oregon Lottery is a leader in the gaming industry and an important contributor of revenue for the state’s schools, parks, watershed restoration, veteran’ programs and outdoor schools.  We are looking for a Marketing Communications Coordinator to support the Senior Manager Marketing Communications and the Marketing Communications team.

     

    Important information: 

    Applicants should ensure that their e-mail settings will receive e-mail from the iCIMS system, otherwise you could miss critical communications related to the recruitment.  Emails may be delivered to your Junk or Spam email boxes.  We will communicate via e-mail to schedule interviews and to notify you of the status of your application.  Failure to respond to our scheduling e-mails will result in no further consideration.

     

    If you are claiming Veteran's preference, you MUST attach the appropriate documentation at the time of application.  If the correct documents are not uploaded to the system, Veteran's preference will not be applied.

     

    Veterans:  Submit appropriate member copy of DD214/215.

    Disabled Veterans:  Submit appropriate member copy of DD214/215 and a letter from the U.S. Department of Veterans Affairs (VA) indicating a service connected disability rating.

     

    POSITION PURPOSE:
    The Marketing Communications Coordinator supports the Senior Manager Marketing Communications and the Marketing Communications team. The work includes, but it is not limited to: coordinating department budget activities; facilitating Marketing Communications procurement and contract administration; coordinating the training and professional development for the department; providing logistical coordination and support for Marketing Communication meetings; and coordinating the execution of new operational and strategic initiatives across Marcom, including the media team, creative team and promotions team.  Additionally, the position works in concert with the Senior Manager Marketing Communications and the Lottery’s ad agency to coordinate the media budgeting, planning and buying for all Lottery product and public information campaigns.

     

    JOB SCOPE:
    Under general supervision of the Senior Manager Marketing Communications, the position requires the ability to work with others in developing, implementing, and coordinating operational support and strategic execution activities.  The coordinator will often work independently and will make independent decisions based on specific delegations, or general operational guidelines, policies, and procedures.  The work is guided by Lottery rules and regulations, Marketing Communications procedures and policies, desk manuals, and management directives. At times, the coordinator’s work will be of a sensitive or confidential nature, and the coordinator will conduct their work to maintain confidentiality.

    Responsibilities

    PRINCIPAL ACCOUNTABILITIES (*ESSENTIAL FUNCTIONS):

     

    1. *Apply Lottery Management Core Values and Expectations in performing daily activities, and in behavior toward staff members, coworkers and customers.

     

    Typical Activities:
    The Lottery can only achieve its mission when employees who work here model our core values.  The Marketing Communications Coordinator’s conduct will embody the principles of fairness, integrity, security, and honesty. They will exemplify the values and ethical standards detailed in the Oregon Lottery’s Responsible Gambling Code of Practice and will ensure a continued commitment to embed diversity, equity and inclusion into the Lottery’s day-to-day operations, practices, processes and employee development.

     

    Serve as a role model for the Lottery in exercising good judgment, discretion and professional behavior. Advocate and actively identify opportunities for the ongoing integration of all the Lottery departments. Assist others in understanding the laws, rules, policies, or procedures that govern and guide the Lottery’s work.

     

    2. *Coordinate department budget activities.

     

    Typical Activities:
    Compile information, organize, and assist in the development and preparation of the annual, mid-year and end of year budget activities. Log, track and audit expenses against the budget through monthly reporting. Monitor the budget and codes expenses for approval and processing by Accounting. Prepare purchase requisitions and other purchasing documents. Assist the Marketing Communications department staff to ensure procurement documents comply with Lottery procurement processes and procedures. Provide contract administration support to departmental specific contracts. Log, track and audit expenses against contracts. Work within defined production schedules to prepare required budget documents for review and approval, including annual and mid-year realignment documents and narratives.

     

    Develop and maintain the Marketing Communications budget process; coordinate/facilitate budget development and supporting documentation; and lead the ongoing administration of the budget. Analyze and make recommendations on budget requests. Monitor and control program budget expenditures and investigate variances. Instruct and assist staff in maintaining accounts, and audit accounts to ensure compliance.

     

    3. *Facilitate Marketing Communications procurement and contract administration.

     

    Typical Activities:
    Work with Marketing Communication staff to monitor contractor performance and serve as the one of the liaisons between Marketing Communications, Accounting, and Procurement.  Coordinate and prepare documents needed to establish and/or maintain departmental contracts (i.e. specifications, statements of work, request for proposals, etc.). Document activities of the contract and ensure proper documentation is provided to key stakeholders.

     

    Ensure, in conjunction with Procurement, compliance to the Lottery rules regarding start date, renewal, extension and re-bid process. Inspect and accept contractor performance. Communicate with contractors to ensure understanding of Lottery’s requirements. 
     
    4. *Coordinate the training and professional development for Marketing Communications.

     

    Typical Activities:
    Partner with Marketing Communication managers/supervisors and the Human Resources Organizational Development unit to identify current and future skill gaps and training needs.  Research potential training and development opportunities. 

     

    Work with Senior Manager Marketing Communications and supervisors to create a recommended training plan.  Track and report on the training plan progress.  Create communication paths to staff on training availability and processes.  Coordinate training requests, track against the training budget, and ensure trainings are documented in the employee’s training history.
     
    5. *Provide logistical coordination and support for Marketing Communications meetings.

     

    Typical Activities:
    Coordinate the logistics for large stakeholder meetings, and vendor meetings. Provide meeting support including the production and distribution of meeting materials and creating and managing PowerPoint or other multimedia presentations. Conduct post-mortem analysis to determine the success of meetings, events and programs.

     

    6. *Coordinate media planning and buying activities.

     

    Typical Activities:
    Work with the advertising agency and Senior Manager Marketing Communications to translate go to market strategies into media strategies and tactical plans.  Maintain all media calendars and ensure prompt distribution to both internal and external teams.  Determine all necessary ad units and specifications and communicate those specifications to both internal and external creative teams.  Act as the main conduit between the Lottery, Ad Agency, and the Research and Analytics team to track and consolidate all information needed to maintain the ongoing sales contribution model program.

     

    ADDITIONAL RESPONSIBILITIES:

    7. Participate in special projects as requested.

     

    8. Provide back-up to Corporate Affairs administrative support.

     

    INTERPERSONAL CONTACTS:
    The Marketing Communications Coordinator interacts with all levels of Lottery management and staff to support Marketing Communications efforts.  This position will also interact extensively with all Lottery Ad Agency partners to coordinate and support Marketing Communication projects.

     

    JOB CONDITIONS:
    Work is generally conducted in an office environment. Extensive use of a telephone and computer is required.  May require occasional long-distance driving and overnight travel for job related purposes. May also require working extended hours including occasional evenings and weekends.

    Qualifications

    RECOMMENDED QUALIFICATIONS:
    Three years of experience in project administration or senior level administrative experience, including responsibility for tracking and coordinating budgets and contracts, communication, and/or creating training recommendations and plans. 

     

    Related college level course work may be substituted for up to two years of the required experience. (College credit hours are converted into months of experience.) Transcripts are required for this substitution. 

     

    OTHER QUALIFICATIONS:
    • Possession of a valid Oregon driver license.
    • Demonstrated knowledge and application of project management/coordination techniques and strategies.
    • Demonstrated skill in organizing with attention to detail; coordinating diverse activities to ensure completion of projects, tasks, and assignments while working with conflicting priorities and meeting deadlines.
    • Demonstrated skill in performing technical or administrative support functions requiring independent judgment, decision making, and problem resolution; and interpreting laws, rules, policies and procedures and applying interpretations to specific situations.
    • Demonstrated skill communicating, both orally and in writing, to explain decisions, services or programs, narrative reports, instructional materials and/or resolving problems; and maintaining effective relationships with agency personnel, media personnel, and the general public.
    • Demonstrated ability learning and working within specific agency programs or operations, policies and procedures affecting assigned work.
    • Demonstrated ability analyzing, evaluating, and solving procedural problems, and collecting, analyzing, interpreting, and reporting data in both a narrative and statistical formats.

     

    APPLY NOW!! Visit http://www.oregonlottery.org/jobs/

     

    The results of this recruitment may be used to fill future vacancies.

     

    The Oregon Lottery® reserves the right to change, withdraw, close, or re-post job announcements as business needs dictate.

     

    ORS 461.150 (5) states, "No person shall be employed by the state lottery who has been convicted of a felony or any gambling related offense." A background investigation is required prior to job offer which includes fingerprinting, criminal history, credit history (based on the position), tax records, driving record, affiliation with the gaming industry, and checking employment references and character references.

     

    Lottery Ethics Policy prohibits employees from holding any legal or economic interest in the gaming industry.  If you currently hold interest in the gaming industry this does not disqualify you from consideration in a position with the Lottery.  If you are the successful applicant, you would need to dispose of the holdings prior to employment.  (This does not apply to an investment in a mutual fund or a blind trust, or a time or demand deposit in a financial institution, shares in a credit union, the cash surrender value of life insurance, or American Indian tribal dividends.) 

     

    *Salary level will be based on qualifications and experience of the successful candidate. All employees and members of their immediate family, regardless of where they live, are prohibited-by-law from playing Oregon Lottery® games.

     

    Pursuant to the American with Disabilities Act, persons with disabilities who believe they need reasonable accommodation, or help in order to apply for this position, may call 503-540-1315 or email oregon.lotterycareers@state.or.us

     

    Per ORS 408.225, 408.230, and 408.235 relating to Veterans Preference for public employment, to receive Veterans Preference, include a copy of your DD214/DD215 and/or Veterans' disability preference letter (unless information is included in the DD214/DD215) with your application material.

     

    THE OREGON LOTTERY® IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORKPLACE DIVERSITY.

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