Creative Services - Production Assistant

POSITION TITLE:                       Production Assistant

DEPARTMENT:                           Creative Services

DIVISION:                                    Marketing and Communications

REPORTS TO:                              Associate Vice President for Creative Strategy

FLSA STATUS:                             Staff, Full-time (1820 annual hours), Non-Exempt

POSITION SUMMARY:              

The Production Assistant supports the operational and production needs of the Creative Services department and the Marketing and Communications division by coordinating print production workflows, supporting creative production activities, and providing project coordination support. This role serves as a liaison among internal clients, campus partners, and external vendors, ensuring projects are executed accurately, efficiently, and on schedule while supporting budgeting, distribution, and organizational workflows.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

1.      Manage Print Production Processes

Essential

• Coordinate and manage print production workflows for Creative Services projects, including print specifications, schedules, production details, and tracking production status to ensure quality standards and delivery deadlines are met, with a primary emphasis on on-campus Print Services.
• Serve as the primary liaison between internal clients, Print Services, the campus Post Office, and external vendors (as needed) for projects designed by Creative Services, including coordination of mail lists and on-campus distribution of printed materials.
• Prepare print quotes when required, manage off-campus vendor exceptions, and resolve issues related to print quality, delivery errors, or production delays.
• Maintain organized records related to print production, quotes, and project expenses, including compiling basic financial summaries to support budgeting, cost estimation, and verification that projects remain within approved budgets.

Non-Essential

• Develop and maintain effective working relationships with printers and other approved production vendors.
• Conduct research for projects requiring specialized or non-standard production processes.

2.        Communication, Project, and Distribution Support

Essential

• Assist in staging projects by verifying that required assets and supporting materials are in place prior to creative work beginning.
• Assist with organizing communication plans and executing distribution workflows within the division’s project management system.
• Support the intake, review, and scheduling process for events published on the Cedarville University calendar with support from a student worker and in coordination with Strategic Communications staff.

Non-Essential

• Provide support to the Marketing and Communications division on projects as needed, coordinating with staff across campus, and preparing deliverables for digital advertising campaigns.

3.        Marketing Displays, Installations, and Asset Coordination

Essential

• Set up and tear down displays for special events such as CU Friday, Getting Started, and Homecoming as needed with support from a student worker.
• Assist with preparation, packing, and logistics for the Southern Baptist Convention (SBC) exhibit trade show display, including annual travel to the SBC conference location to support on-site setup and teardown.
• Coordinate the sale of used or surplus departmental equipment through the Creative Services eBay account and Facebook Marketplace, including creating listings, coordinating transactions, and maintaining basic records of sale with support from a student worker.

Non-Essential

• Perform basic installation of environmental graphics such as vinyl logos and room signs with support from a student worker.

4.        Student Worker Supervision and Coordination   

Essential

• Provide day-to-day supervision of a student worker, including assigning tasks, setting priorities, and ensuring work is completed accurately and on time.
• Train and guide the student worker on departmental processes, tools, and expectations to support effective and efficient task execution.

Non-Essential

• Coordinate the student worker’s schedule in alignment with departmental needs and academic commitments.
• Provide feedback to support the student worker’s development and communicate performance concerns or needs to the supervisor as appropriate.

 QUALIFICATIONS:

• Bachelor’s degree preferred.
• Proficiency with computers, communication tools, and basic construction or installation tools.
• Demonstrated organizational skills and attention to detail.
• Ability to work with basic financial data, including compiling cost information, tracking expenses, and using spreadsheets to support budgeting.
• Strong written and verbal communication skills, with the ability to coordinate effectively with multiple stakeholders across departments.
• Willingness to learn and responsibly use AI-powered tools to improve efficiency, organization, and workflow effectiveness.

REQUIRED MENTAL/PHYSICAL ABILTIES:

• Keyboard proficiency.
• Ability to read with a high degree of accuracy.
• Ability to hear and discern spoken communication in person and by phone.
• Ability to organize, prioritize, and complete assignments with minimal supervision.
• Ability to climb stairs.
• Ability to lift objects up to 60 pounds.
• Ability to safely operate a cargo van and box truck as needed.
• Ability to stand, walk, and move for extended periods of time during events, productions, and installations.
• Ability to use hands and fingers to handle, assemble, and operate equipment, tools, and materials.
• Ability to visually inspect materials, displays, and equipment for accuracy, quality, and safety.

OTHER INFORMATION:

• Work schedule involves 35 hours per week, fully in person.
• Occasional evenings and weekends may be required for special events.
• Annual travel is required to support preparation, transport, and on-site setup of the Southern Baptist Convention (SBC) exhibit display.