Strategic IT Communications & Executive Operations Specialist-Communications Specialist 2

This position serves as the university’s strategic leader for IT communications, responsible for developing and executing enterprise communication strategies that support institutional priorities, protect the university’s reputation, and build trust with internal and external stakeholders. Reporting to the Vice President for Technology Strategy & CIO, the role provides leadership and guidance on messaging, stakeholder engagement, and change management for technology initiatives and critical issues. 

The position leads communication efforts for complex and high-profile situations, including major IT incidents and cybersecurity events, ensuring clear, consistent, and effective messaging. It also supports the successful execution and visibility of IT priorities through coordinated planning, stakeholder collaboration, and oversight of key meetings and events. 

Additionally, this role enhances leadership effectiveness by supporting the CIO and IT leadership through coordination of priorities, workflows, and decision-support activities, ensuring alignment and progress across initiatives. Overall, the position integrates strategic communications and operational coordination to strengthen the impact and visibility of Information Technology Services while advancing the university’s mission. 

PRINCIPLE RESPONSIBILITIES AND RESULTS 

1. IT Communications Strategy, Advisory, and Crisis Communications: Develop, lead, and continuously refine comprehensive IT communications strategies that support institutional priorities, protect the university’s reputation, and ensure clear, consistent, and effective messaging across all technology initiatives and incidents. Partner with the CIO, IT leadership, and campus stakeholders to define communication goals, messaging, target audiences, and approaches, including advising on change management, stakeholder engagement, and risk mitigation. Establish standards and best practices for IT communications, and oversee the development, review, approval, and delivery of content across appropriate channels. Lead the development and execution of crisis communications for major IT incidents, ensuring timely, accurate, and transparent information while maintaining stakeholder trust and aligning with university policies and regulatory requirements. Anticipate and prepare for potential communication challenges, including media inquiries, and provide strategic guidance to leadership during high-profile or sensitive situations. Apply audience segmentation, message testing, and data-informed analysis to improve communication strategy, strengthen engagement, enhance consistency, and ensure IT messages are clear, timely, accessible, and aligned to stakeholder needs. Ensure IT communications align with institutional messaging and remain clear, accurate, discoverable, and mission focused. 

2. IT Meetings, Events, and Special Projects Marketing & Coordination: Plan, lead, and execute meetings, events, marketing efforts, and special projects of varying scope and complexity, including large-scale, high-visibility events with 1,000 or more participants. Ensure successful outcomes through comprehensive planning, proactive coordination, and strategic promotion that drives awareness, engagement, and participation. Identify and engage appropriate stakeholders, establishing clear roles, expectations, and communication approaches to support alignment and successful execution. Develop and manage comprehensive project and marketing plans, timelines, and task tracking, proactively identifying dependencies, risks, and resource needs. Anticipate potential challenges and implement mitigation strategies to ensure continuity, quality, and strong participation. Design and coordinate campaign planning and content and engagement analysis to promote events and initiatives, including audience identification, messaging alignment (in coordination with IT communications), and selection of effective channels to maximize reach and engagement. Oversee all logistical and operational aspects, including venue coordination, technology setup, vendor engagement, catering, registration, and on-site execution. Ensure all arrangements are completed accurately and on time, while maintaining flexibility to adapt to changing needs or priorities. Prepare and coordinate materials to support event and project success, including agendas, presentations, briefing documents, notes, signage, and participant communications. Ensure a consistent, professional experience that reflects institutional standards and enhances the visibility and impact of IT initiatives. Continuously evaluate event, marketing, and project outcomes, incorporating feedback and lessons learned to improve processes, effectiveness, and stakeholder satisfaction over time. 

3. IT Executive Operations & Communications Specialist: Support IT leadership effectiveness by enabling coordination, visibility, and follow‑through on strategic priorities, initiatives, and communications. Organize and track leadership work efforts, timelines, and interdependencies in support of departmental and university goals, using lightweight, Agile‑informed practices such as work tracking, prioritization support, and status reporting to promote alignment and consistent progress. Maintain a comprehensive understanding of organizational context, competing priorities, key stakeholders, and relevant technologies and industry trends impacting the department. Apply this knowledge to provide strategic analysis, planning support, and actionable recommendations to the CIO and ITS leadership. Develop and deliver clear, audience‑appropriate communications that support leadership initiatives and decision-making, including presentations, briefings, status updates, and messaging for internal and external stakeholders. Partner with IT leaders and campus stakeholders to ensure alignment of messaging, proactively engage stakeholders, and translate complex technical concepts into accessible, actionable information. Anticipate communication needs, triage inquiries, and ensure timely, accurate, and consistent information flow across leadership and stakeholder groups. Coordinate meetings, stakeholder engagement efforts, and follow-up actions to ensure alignment, accountability, and progress on key initiatives. Continuously assess effectiveness of coordination and communication approaches, incorporating feedback and adapting practices to improve clarity, efficiency, and leadership impact. 

4. IT Executive Enablement: Enable leadership and department effectiveness by providing effective high-level executive support to the CIO. Manage a complex and dynamic executive calendar by aligning schedules with evolving priorities, anticipating conflicts, and making informed decisions to optimize leadership time and focus. Coordinate scheduling logistics with internal and external stakeholders, ensuring professionalism, discretion, and responsiveness. Prepare and organize meeting agendas, briefing materials, and supporting documentation to ensure leaders are well-prepared for decision-making and engagement. Coordinate travel, approvals, and administrative processes while independently resolving issues and ensuring seamless execution of day-to-day operations. Triage inquiries, proactively researching and addressing issues that fall outside established processes. Build and maintain strong relationships with internal and external stakeholders, representing the CIO and IT organization with professionalism, discretion, and sound judgment across all interactions.  

5. IT Administrative Process Management and Data Stewardship: Analyze, develop, implement, and continuously improve administrative processes to ensure efficiency, effectiveness, and alignment with departmental and institutional priorities. Evaluate existing workflows, identify opportunities for improvement, and implement solutions that enhance consistency, compliance, and operational performance. Manage the collection, organization, storage, and distribution of documents and records, both physical and electronic, in accordance with department procedures, institutional policies, Minnesota State system requirements, and applicable local, state, and federal laws, regulations, and industry standards. Serve as the data custodian for ITS, ensuring appropriate handling, access, retention, and protection of information assets. Perform and oversee administrative functions that support operational continuity, including maintaining organizational records (e.g., organizational charts), preparing documentation, and coordinating information resources. 

• Two (2) years of professional-level experience in communications, public relations, marketing, or a related field. A Bachelor's degree may substitute for one year of experience; an Associate's degree may substitute for six months of experience.   

• Experience developing and implementing communication strategies and plans. 

• Demonstrated experience writing, editing, and delivering communications for diverse audiences. 

• Experience translating complex or technical information into clear, audience-appropriate communications. 

• Demonstrated ability to build effective working relationships with stakeholders and cross-functional teams. 

• Experience managing communications projects, initiatives, or campaigns. 

• Strong organizational, communication, and technology skills. 

• Experience supporting information technology, digital transformation, or enterprise-wide communications. 

• Experience developing and executing crisis communications or issues management strategies. 

• Experience advising leaders on communication strategy and stakeholder engagement. 

• Experience supporting organizational change management initiatives. 

• Experience planning and executing events, campaigns, or outreach efforts. 

• Experience applying project management principles and tools. 

• Ability to manage multiple priorities, work collaboratively, and achieve results in a fast-paced environment.