Workflow Manager

- Administrator:   Assistant Vice President of Creative Services (Strategic Communications)

- Required Experience:  2 – 5+ years in a workflow, project management, or advertising agency (or other complex organizations) operations role.

- Preferred Experience:  Experience with project management tools (Workfront, Asana, Monday.com, Trello).

- Education Required:  Bachelor’s degree in marketing, communications, business, or related field (or equivalent experience).

- Overtime Status:   Exempt, not eligible for overtime

- FTE & Benefits:  1.0 FTE, eligible for full employment benefits

- Location:

- Preferred Start Date:    October 19, 2026

MAJOR DUTIES AND RESPONSIBILITIES

The Workflow Manager (“Manager”) of the Montana State University Alumni Foundation (“Alumni Foundation”) serves as the central coordinator for projects managed by the Strategic Communications team in support of the Alumni Foundation's mission and strategic priorities. This role oversees the intake, prioritization, scheduling, and execution of communications-related projects requested by Alumni Foundation departments, including Development, Annual Giving, Donor Relations, Alumni Engagement, and Alumni Foundation leadership, as well as Montana State University (“MSU”) communications-related requests.

This role is the central hub of communication between departmental teams—keeping timelines on track, resources aligned, and deadlines met. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven environment.

This position reports to the Assistant Vice President of Creative Services as part of the Strategic Communications team.

SPECIFIC DUTIES AND RESPONSIBILITIES

- Project Intake & Prioritization

Serve as the primary point of contact for Strategic Communications project requests submitted by Alumni Foundation departments.

- Serve as the informational point of contact for Strategic Communication’s communications requests submitted by MSU departments.

- Manage intake and prioritization of communications-related projects, including gathering project requirements, objectives, audiences, timelines, and deliverables.

- Prioritize work based on strategic importance, fundraising objectives, organizational priorities, and team capacity.

- Ensure requests are appropriately assigned and scheduled within the Strategic Communications workflow.

- Workflow & Project Coordination

Oversee the progression of communications projects through strategy, writing, design, review, approval, production, and delivery.

- Maintain visibility into all active communications projects and competing priorities.

- Ensure all work progresses smoothly and on time through each stage.

- Identify bottlenecks and proactively resolve workflow challenges.

- Ensure stakeholders understand project status, timelines, review responsibilities, and approval deadlines.

- Deadline & Timeline Oversight

Monitor project milestones and ensure adherence to deadlines.

- Communicate timeline updates, delays, or risks to stakeholders quickly.

- Support teams in meeting deadlines while balancing organizational priorities.

- Resource Allocation

Help allocate (in conjunction with Strategic Communications Assistant Vice Presidents), work based on team capacity, expertise, and strategic priorities.

- Monitor workload across departments and identify opportunities to improve efficiency.

- Recommend adjustments to timelines, resources, or processes when necessary.

- Collaborate with leadership to ensure resources align with Alumni Foundation objectives.

- Vendor & Production Coordination

Coordinate the production and delivery of work involving printers, designers, mail houses, agencies, and other vendors.

- Manage timelines, approvals, and deliverables with external partners.

- Ensure final products meet organizational standards, project objectives, and deadlines.

- Process Improvement

Develop best practices that enhance collaboration, transparency, and efficiency across the Alumni Foundation.

- Maintain project management systems, documentation, calendars, and workflow tools.

- Continuously evaluate and improve project intake, workflow, approval, and communication processes.

- Communication & Coordination

Serve as the central point of contact for project status across departments.

- Facilitate regular project meetings, production check-ins, and workflow planning sessions.

- Foster collaboration between departments to ensure clear expectations, accountability, and successful outcomes.

- Affect and maintain a professional, proactive, positive, highly collaborative, and performance-centric work environment.

Duties and responsibilities may change at any time.

SPECIAL SKILLS AND QUALIFICATIONS

- Strong understanding of agency workflows (creative, production, media).

- Exceptional organizational and multitasking abilities.

- Proven ability to manage multiple projects simultaneously.

- Strong communication and interpersonal skills.

- Experience with project management tools (e.g., Workfront, Asana, Monday.com, Trello).

- Ability to remain calm and solution-oriented under pressure.

- Close attention to detail and follow-through.

- Strong problem-solving and decision-making skills.

- Strong interpersonal skills to diplomatically manage workflow production.

BENEFITS:

The MSU Alumni Foundation offers a comprehensive benefit package which includes medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage), 403(b) retirement plan with 7% employer contribution after 1-yr anniversary, up to 5 weeks’ paid time-off, 11 paid holidays, tuition assistance and more.

APPLICATIONS AND RECRUITMENT:

Qualified candidates should submit a cover letter, a resume, and three professional references online. Recruitment will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience.

The MSU Alumni Foundation is an equal employment opportunity employer who believes that diversity, equity and inclusion allow us to better serve our students and communities and are critical to supporting the mission of Montana State University as a land-grant institution.