People Strategy, Equity, and Culture

Publications Specialist

  • Title: Publications Specialist
  • Class: Classified
  • Exempt Status: Non-Exempt
  • Grade: 20

Nature and Scope of Work

Under the direction of the Manager of Marketing Communications, promotes the college’s programs and offerings to the general public through planning, producing and distributing publications including the quarterly schedule of classes, annual catalog and marketing pieces. Incumbent supervises and directs the work of casual employees, and assigns work to the department’s Graphic Artist. The Publications Specialist employs well developed verbal and written skills to present and exchange technical or complex information to college staff, vendors and the public. Incumbent is a key contributor with work results impacting the accuracy, reliability and acceptability of key publications intended for distribution college-wide and to the public. Responds to work situations with minimum guidance and direction.

Principal Accountabilities (includes all or some of the following)

  1. Coordinates the production of the college’s quarterly schedule and annual catalog including:
    • Writes bid specifications and directs purchasing to process bids for print and mailing ($1,000 – $400,000).
    • Collects information from numerous sources: Banner Student Module, UNIX files, Director of Public Affairs, Deans of Students, Director of Enrollment Services, Director of Academic Services, Executive Deans, Director of Auxiliary Services, Manager of Distance Learning.
    • Edits content and designs layout.
    • Prepares camera-ready mechanicals or files for electronic transmission to the print vendor. Approves blue lines and “going to press checks.”
    • Prepares distribution instructions for the Storeroom, delivery vendor and mailing service vendor.
    • Processes and verifies billings relating to the schedule and catalog vendors.
    • Coordinates the production of college-wide term marketing publications including:
    • Composes and edits copy in consultation with college staff including program chairs and administrators; secures final approvals.
    • Designs and lays out term specific marketing brochures, flyers, posters, mini schedules, newspaper inserts and ads.
    • Pastes up camera ready mechanicals and flats.
  2. Maintains the college’s external web site including:
    • Converts news releases and features stories into HTML code.
    • Updates and maintains web site for college “e-news” page.
    • Updates and maintains web site for department addresses and phone numbers.
    • Supports users in maintenance of web databases.
    • Coordinates web production and maintenance and converts data to the web site. Oversees editorial and production issues related to PCC external web site.
    • Prepares standardized graphics for PCC external college web site. Builds pages to meet graphic identity standards.
  3. Coordinates production of the college’s major marketing publications including:
    • Assigns work of photographers, writers, graphic artists and print vendors.
    • Compiles college-wide data and facts appropriate for content.
    • Utilizes college database to merge files, download and compile data.
    • Organizes, sets up and oversees photo shoots on and off campus.
    • Acts as liaison between writers and designers and appropriate administrative staff for consultation and content.
    • Secures bids for all aspects of production, verifies billing and processes bills.
    • Approves blue-line and press checks.
    • Prepares instructions for distribution of various marketing publications.
  4. Communicates and provides training for college staff in publications department procedures.
    • Composes and updates manuals for on-line procedures not supported by Information Technology Services (ITS) to include schedule production, catalog production, Schedule Preparations Procedures Guide, style guide and publications procedures manual.
    • Regulates marketing publications to ensure they meet PCC graphic identity. Utilizes standards and protocol to work with faculty and staff to produce their marketing publications while upholding PCC graphic identity.
    • Conducts training sessions for college staff in college publications procedures services. Provides ongoing training and technical assistance.
    • Works with ITS programmers in assessing and solving problems pertaining to scheduling programs and the integrity of online schedule files.
  5. Monitors and oversees Graphic Services print marketing budget.
  6. Manages multiple projects and deadlines, coordinating the work of others to meet delivery, quality and cost objectives. Regularly reviews projects, exploring new and innovative hardware/software procedures and design to improve final product and delivery.
  7. Continually monitors procedures to identify potential areas for improvement and elimination of future errors to avoid costly delays, omissions and inaccurate information which would adversely impact revenue for college.
  8. Recruits, trains and supervises casual employees with input from Graphic Artist.
  9. Troubleshoots major hardware/software problems when needed to avoid equipment downtime. Refers more complex problems to vendors’ technical support in a timely manner.
  10. Maintains database of art and photography assets for efficient retrieval in marketing publications.
  11. Maintains daily tracking and setting of priorities for marketing jobs in progress.
  12. Performs other related duties as assigned.

Work Environment

Work is primarily performed in an office environment with some travel between buildings, work at other campuses and frequent visits to off campus vendors. Involves tight deadlines, periods of heavy work flow and need to make judgments amid interruptions and distractions. Occasional need to work extended hours. Required to upgrade knowledge and skills as necessary to maintain state-of-the-art knowledge. Exposure to video display terminals occurs on a routine basis; and to noise extremes generated by adjacent boiler room equipment.

Physical Requirements

Moderate lifting of paper and materials. Physical skills required to operate mouse-intensive publications software and to perform keyboarding functions.

Minimum Qualifications

Associate’s degree or two years course work in English, journalism, desktop publishing, commercial art or related area. Experience performing the duties of the job may substitute for the Associate’s degree or college level course work on a year-for-year basis.

Three years of experience which demonstrates competency in writing, editing and design. Familiarity with a variety of software for text editing, spreadsheets, databases, graphing, drawing, scanning and desktop publishing. Knowledge of graphic design and IBM and Macintosh personal computing systems.

Must have excellent organizational skills and the ability to manage and coordinate multiple projects concurrently, meeting established timelines, quality and cost objectives. Ability to analyze complex problems and find solutions. Effective interpersonal skills, including verbal, written and presentation. Ability to comprehend complex and technical information and convey to others. Ability to work independently with minimal supervision.

Rev: 05/15/98

  • Replaces: Publications Specialist, Gr. 18, 11/19/93