Event And Communication Coordinator

Type of Appointment: Full-Time, Probationary
Job Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $6,095 - $7,225 per month ($73,140 - $86,700 annually)
Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified
Recruitment Closing Date: September 3, 2024

THE DEPARTMENT:
Outreach, Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP is charged with promoting the image of the University, it's programs and uniqueness; attracting and recruiting a diverse and high achieving pool of applicants; developing relationships and collaborations with campus external and internal constituents; and, providing timely, accurate and comprehensive services to students and campus through point of inquiry and enrollment.

DUTIES AND RESPONSIBILITIES:
Event Coordination
Serves as the lead for event planning and coordination of special projects and events administered by OREP.
Coordinates event logistics, identifies and confirms required spaces, hospitality, and administrative support needs of multiple prospective and yield events, including but not limited too: Explore CPP: Fall Preview Day; Leadership Summit Series with community colleges and high schools in the region; Spring Open House (campus-wide event); Summer Staff Outreach Retreats; Counselor & Community Based Organization Trainings; various events with special emphasis on underrepresented populations, i.e. African American and Native American, and other special events as requested.
Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures; ability to interpret and apply policies and procedures independently; and use judgment and discretion to act when precedents do not exist.
Ability to independently handle multiple work unit priorities and projects simultaneously; develops project plan systems to track event deadlines and tasks to assure timely progress.
Works with campus partners (i.e. Facilities, the Colleges, Advancement, EMS, etc.) to complete project plans. Partner on the coordination of communication regarding special events, messaging and correspondence; edit and proofread materials to ensure accuracy of content, grammar, punctuation, spelling as well as ensure proper formats are utilized.
Develops presentations and print materials (e.g. agendas, brochures, invitations, nametags, tent cards, workshop programs, etc.) for OREP events, open forums, internal and external briefings, and community outreach efforts.
Effectively handle interpersonal interactions at all levels, including highly confidential or sensitive situations that may involve external constituents, parents, students, faculty, or staff.
Takes appropriate action to successfully resolve time sensitive issues; ability to use negotiation and persuasion skills to achieve results and expedite projects.

Project and Lead Coordination
Serves as lead administrative support for ad hoc committees under the oversight of the Presidential Associate for Community Partnerships and Expanding Access.
Works collaboratively with OREP staff to lead the coordination and development of grant and foundation proposals. Lead project coordinator for our task management system (Team Dynamix or Asana) to ensure OREP events, projects, and communications are properly tracked to ensure requisite data and outcomes are identified.
Serve as project coordinator for the development and implementation of new technology platforms utilized by the department. Serve as the lead to the Administrative Support Coordinator and Budget and Operations Analyst who make up the Operations Support unit for the department.
Serve as backup to the Budget and Operations Analyst in matters pertaining to purchasing, and payroll. The incumbent must identify, register for, and attend appropriate trainings to maintain skills or expand knowledge and access to new resources.
Works closely with the Budget and Operations Analyst when purchasing and tracking inventory for outreach events and activities and contracting out to vendors for campus wide events (i.e. tables and chairs, balloons, food trucks etc.).

Communication Coordination
Oversee and approve all communications to future students (prospects, applicants, and admitted students) before enrollment.
Ensure all communications are clear, accurate, and aligned with institutional messaging.
Collaborate with Strategic Communications to maintain consistency in messaging. Provide feedback and edits to improve communication materials.
Coordinate with different departments to gather necessary information for communications.
Develop and implement communication timelines to ensure timely delivery of messages. Ensure all communication efforts support recruitment and enrollment goals.
Oversees the production of printed materials and communication pieces to support the department.
Ensures that communication materials are available for scheduled events.
Responsible for coordinating and obtaining all necessary copy reviews and approvals from relevant stakeholders.
Collaborating with designers, photographers, faculty and others on theme, design and content of print, electronic and web-based publications to maximize impact.
Utilize our various systems for engaging future students and coordinate timely follow-up with the department.

OREP
Participates in all OREP and divisional staff development, staff meetings, and major staff events to promote the University.
Conducts testing of systems utilized by OREP (e.g., Cal State Apply application, Slate information/communication system).
Adheres to laws and policies established regarding computer data, records, accounting, and personnel by the California State University, Cal Poly Pomona, and OREP to demonstrate sensitivity and appropriate conduct as a University employee.
Adheres to and advises prospective students properly regarding CSU admission policies and processes.
Prepares and utilizes outreach reports detailing application, admit, and enrollment trends, and analyzes prospective student inquiries to determine yield strategies.
Performs administrative and programmatic duties as assigned, including providing generalist support at the department service desk and telephones.
Works extended hours, weekends, and evenings to support OREP programs and services.
Rotates on a needed basis to perform customer service duties and support the front-facing counter of OREP, as determined by OREP leadership and/or operational need.
Ensures compliance and maintains the integrity of prospective student, applicant, and student records; staff members are strictly prohibited from making unauthorized changes without explicit HEERA permission.

QUALIFICATIONS:
Bachelor's Degree - and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Required
Four (4) years of related administrative experience
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

PREFERRED EXPERIENCE:
Certified Meeting Professional (CMP) Certification Must be technology proficient in a variety of areas (i.e. Internet, client resource management (CRM), relational databases, Microsoft Office).
Must have the ability to manage change and have the ability to to use technology in the development of different types of publications.
Three (3) years of progressively responsible analytical experience in higher education or similarly demanding setting, including experience performing work involving the preparation, justification, and analysis or the control of administrative functions.
Strong understanding and ability to interpret policies, procedures and principles; demonstrated experience with public higher education or other public entities. Ability to speak and write effectively and clearly.
Ability to establish and maintain cooperative working relationships.
Experience with data analysis and making accurate projections using business mathematics and basic statistical techniques; experience organizing and planning work and projects including handling multiple priorities; experience making independent decisions and exercising sound judgment; experience compiling, writing, and presenting reports related to program or administrative specialty; demonstrated ability and experience establishing and maintaining cooperative working relationships.

Equity, Diversity, and Inclusion
At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. ?
We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched theBlack Thriving Initiativerecognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.
More information about our campus initiatives can be found on the Office of Inclusive Excellence'swebsite.

Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/ .

Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .

CSU Classification Salary Range
This position is part of the California State University Employees Union (CSUEU) bargaining unit - 9. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site:https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is: minimum $5,273 and maximum $9,537 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

Child Abuse/Neglect Reporting Act (CANRA)
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/ .

Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona 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. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ******. For more information, go toEmployment Notices .

Equal Employment Opportunity
Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .

Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.