Job Description

SUMMARY:

The Workflow Specialist is responsible for the configuration, maintenance, and optimization of key Marketing technology platforms to support the organization’s project and digital asset management and workflow needs. This role will collaborate with cross-functional teams to ensure the technology is effectively utilized to drive efficiency, transparency, and productivity. The ideal candidate will need to have fluency in our platforms but will expand the scope of the role to overall process versus solely focusing on the tool itself. This position reports to the Director of Marketing.

Responsibilities and Duties

System Administration

Serve as the primary administrator for Work Management (Adobe Workfront) and Digital Asset Management (Aprimo DAM) platforms.

Oversee day-to-day operations, including user account management, access permissions, and configuration settings.

Ensure each platform’s optimal performance by managing updates, troubleshooting issues, and implementing best practices.

Collaborate on short-term and long-term visions and strategies for system optimization.

Workflow and Process Management

Collaborate with cross-functional teams to understand business requirements and identify opportunities for workflow optimization and system enhancements.

Design, build, and optimize project templates, workflows, and reports to meet organizational needs.

Work with IT and external vendors to integrate with other business systems and platforms.

Act as a liaison between technical teams and end-users to ensure alignment on platform enhancements and updates.

Digital Asset Management

Develop and implement metadata schemas, tagging standards, and taxonomies to ensure consistent asset organization and discoverability.

Manage the upload, organization, asset usage and lifecycle of digital assets, ensuring outdated or redundant assets are properly archived.

Work closely with in-house Designers and PIM (Product Information Management System) and CMS (Content Management System) owners.

User Support and Training

Provide training sessions, documentation, and support to users to ensure effective utilization of the tools.

Act as the primary point of contact for user inquiries, troubleshooting issues, and resolving access or workflow challenges.

Documentation and Governance

Maintain thorough documentation of system configurations, workflows, and training materials.

Develop and enforce governance policies and best practices across the organization.

Qualifications and Skills

• Bachelor’s Degree in Marketing, Information Systems, Project Management, Library Science or closely related field, or equivalent on-the-job experience as determined by Intermatic.
• 2+ years of experience as a Workfront Administrator or similar role.
• 2+ years of experience managing a Digital Asset Management system, with specific expertise in Aprimo preferred.
• Proficiency in Adobe Workfront, including system configuration, reporting, and workflow design.
• Proficiency in metadata standards, taxonomy development, and asset lifecycle management.
• Strong understanding of digital file formats, copyright laws, and licensing agreements.
• Experience with system integrations (e.g., CMS, PIM, or CRM) and API configurations.
• Excellent analytical and problem-solving skills with the ability to troubleshoot technical issues.
• Familiarity with Adobe Creative Cloud applications (Photoshop, Illustrator, InDesign)
• Familiarity with Microsoft Office applications (Excel, PowerPoint, Word)
• Must demonstrate the continued desire to expand skill set for program optimization and expansion.
• Have strong attention to detail and exceptional communication skills, with the ability to train and support users at all levels (written and oral)
• Demonstrate effective time management skills and the ability to meet deadlines while remaining flexible when priorities change

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