Workflow Manager

About the role

The Workflow Manager serves as the central coordinator for projects managed by the Strategic Communications team at the Montana State University Alumni Foundation. Reporting to the Assistant Vice President of Creative Services, this role oversees intake, prioritization, scheduling, and execution of communications‑related projects for Alumni Foundation departments and MSU partners, ensuring timelines are met, resources are aligned, and stakeholders are kept informed. The position is based onsite in Bozeman, MT, with a preferred start date of October 19, 2026.

Responsibilities

• 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 Communications requests submitted by MSU departments.
• Manage intake and prioritization of communications‑related projects, gathering 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.
• 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.
• Identify bottlenecks and proactively resolve workflow challenges.
• Ensure stakeholders understand project status, timelines, review responsibilities, and approval deadlines.
• 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.
• Help allocate work based on team capacity, expertise, and strategic priorities (in conjunction with Strategic Communications Assistant Vice Presidents).
• 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.
• 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.
• 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.
• 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.
• Maintain a professional, proactive, positive, highly collaborative, and performance‑centric work environment.

Requirements

• 2 – 5+ years of experience in a workflow, project management, or advertising agency (or other complex organizations) operations role.
• Bachelor’s degree in marketing, communications, business, or a related field (or equivalent experience).
• Exempt status (not eligible for overtime).
• 1.0 FTE position.

Qualifications

• Experience with project management tools (Workfront, Asana, Monday.com, Trello) – preferred.

Skills

• 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.
• 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

• Medical, dental, and vision insurance (90‑100% employer‑paid for employee‑only coverage).
• 403(b) retirement plan with 7% employer contribution after 1‑year anniversary.
• Up to 5 weeks’ paid time‑off.
• 11 paid holidays.
• Tuition assistance.