IT PMO Communications Specialist

Job Posting Title:

IT PMO Communications Specialist

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The IT Communications Specialist develops and manages internal communications that supports the mission and priorities of The University of Texas Medical Center.  The specialist also supports employee engagement, manages targeted contact lists, and uses data to improve communication effectiveness.

Responsibilities

Content Creation & Management

Develops and implements an IT internal communications strategy aligned with UT Medical Center's mission and vision, collaborating with experts and leadership to create targeted campaigns and messaging. Manages content across various communication channels, ensuring timely, accurate, and relevant updates, and translates technical content into user-friendly language for various internal audiences. Coordinates with the Marketing & Communications team to maintain an editorial calendar, supports the production of graphics, and provides rapid communications during high-impact changes, ensuring adherence to brand and messaging standards.

Engagement & Support

Coordinates planning and logistics for priority IT-led events, trainings, and workshops. Serves as a point of contact for IT communications requests, providing timely guidance and support. Builds and sustains collaborative relationships across departments to support enterprise alignment, partnering with internal stakeholders to understand communications needs and facilitate two-way communication channels

Contact Management

Oversees distribution lists and segmentation strategies for precise targeting of communications, collaborating with IT and communications stakeholders. Collaborates with enterprise data owners to enhance data quality and segmentation strategy, and partners with stakeholders to resolve issues related to internal contact data and communications workflows. Moderates messages and supports select internal listservs to ensure appropriate communications flow.

Measurement & Evaluation

Tracks, analyzes and reports on communications effectiveness using available metrics and feedback tools to continuously improve strategy, content, and channel performance. Benchmarks against industry standards in collaboration with the Marketing & Communications team.

Marginal or Periodic Functions:

• Participates in strategic planning sessions and workshops.

• Supports enterprise tool rollouts (e.g., ServiceNow, Workday).

• Conducts periodic audits of communications platforms.

• Contributes to innovation and process improvement initiatives.

Knowledge/Skills/Abilities

Communicates Effectively

• Tailors messaging for technical and non-technical audiences.

• Facilitates open dialogue across teams.

• Provides timely updates and feedback.

Organizational Agility

• Navigates internal politics and processes.

• Builds rapport with cross-functional teams.

• Aligns communications with strategic priorities.

Time Management

• Prioritizes tasks based on urgency and impact.

• Meets deadlines consistently.

• Manages multiple projects simultaneously.

Action Oriented

• Proactively identifies communications gaps.

• Suggests improvements to digital workflows.

• Takes ownership of deliverables.

Interpersonal Savvy

• Resolves conflicts diplomatically.

• Builds trust with stakeholders.

• Adapts to various personalities.

Tech Savvy

• Uses collaboration tools effectively.

• Learns new platforms quickly.

• Supports digital transformation initiatives.

Required Qualifications

Bachelor’s degree in communications, journalism, marketing, public relations or a related field and three years of experience working as a professional communicator. Relevant education and experience may be substituted as appropriate.

Strong writing and editing skills; ability to produce accurate, grammatically correct content tailored to different audiences and platforms. Experience improving content created by subject matter experts. Experience with content management systems (e.g., Craft, Adobe Experience Manager, WordPress). Familiarity with email marketing tools (e.g., Emma, Eloqua, or similar). Ability to maintain brand and style standards. Analytical ability to review data sets and present key insights. Knowledge of list management best practices. Strong interpersonal and customer service skills. Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint)

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Prior experience working in IT, health care, higher education or medical education settings. Proficiency in creating designs and following templates in Canva, Adobe Creative Suite or similar platforms. Experience using JIRA, ServiceNow or similar enterprise platforms. Experience applying Associate Press (AP) style. Experience using project management tools (e.g., Asana, Smartsheet). Prior experience working in higher education, medical education, or health care settings. Additional communications experience beyond the required minimum. Familiarity with respectful language and accessibility standards. Agile or Scrum Certification. ServiceNow Fundamentals or equivalent certification. Adobe Creative Suite Certification.

Salary Range

$55,000+ depending on qualifications

Working Conditions

• Standard office equipment

• Repetitive use of a keyboard

• Remote or hybrid work environment may be available

• Occasional attendance at in-person meetings or events

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.