California State Polytechnic University-Pomona · 2 weeks ago
Communication & Event Specialist
Pomona, CA
Full-time
Onsite
Entry, Mid Level
$4,570/mo - $6,658/mo
2+ years expCalifornia State Polytechnic University-Pomona is dedicated to educating engineers and technologists to meet complex challenges. They are seeking a Communication & Event Specialist to manage communications, coordinate events, and support outreach efforts for the College of Engineering.
Higher Education
No H1B
Responsibilities
Contribute to developing, maintaining, and executing a communications calendar to ensure timely and high-quality delivery of messages
Help develop and maintain a project tracking system to monitor schedules and meet deadlines
Collaborate and assist with communication and marketing efforts for college-wide events, ensuring alignment across stakeholders, and application of a wide variety of policies and procedures relating to and impacting the college
Independently update and create web pages for the College of Engineering using the university's CMS platform
Manage the College's Social media presence, including weekly content planning and posting to Instagram
Contribute to content creation, including newsletters, publications, and marketing messaging for various audiences, including current and prospective students, alumni, industry representatives, and current and prospective donors
Collect, interpret, and present data on enrollment, admissions, and graduation rates for annual surveys and reports
Apply research and statistical methods to generate actionable insights and present findings in reports, dashboards, and presentations for leadership decision-making
Strategically draft and distribute event communications (invitations, reminders, thank-you notes) to strengthen relationships with internal and external stakeholders
Maintain email lists and provide timely updates to faculty, staff, students, and external guests
Respond to general inquiries directed to the College of Engineering, ensuring accurate and professional communication
Provide guidance and support to student-led programs and initiatives, including the Deans' Student Advisory Board, fostering leadership development and enhancing student engagement with College priorities
Help lead and coordinate the planning and execution of large, high-profile College-wide events that engage faculty, staff, students, alumni, and industry partners, ensuring alignment with College priorities and strategic goals
Contribute to the coordination of event logistics, including space reservations, catering, AV/tech requests, parking, and equipment setup. Utilize high-level technical skills and independent professional judgment to develop and implement online/web-based methods for College event planning and registration
Prepare event materials (agendas, flyers, name tags, signage, programs, certificates), that reinforce the College's brand and enhance participant engagement
Track RSVPs, manage guest lists, and organize seating assignments as needed to optimize networking opportunities and VIP experiences
Contribute to vendor coordination for catering, rentals, and special services, ensuring quality, cost-effectiveness, and compliance
Collaborate with developing strategies for volunteer engagement, including recruitment, training, and scheduling, to maximize participation and event success
Serve as a point of contact for event setup, check-in, hospitality, signage, and troubleshooting
Provide on-site support for VIPs, faculty, and student participants, resolving issues with discretion and professionalism
Ensure smooth event flow by coordinating with facilities and technology staff. Anticipate challenges and contribute to contingency plans to ensure smooth event operations
Maintain accurate event records, attendance data, and post-event documentation for reporting and analysis. Organize event photos, promotional materials, and documentation
Conduct post-event assessments, leveraging data and feedback to evaluate effectiveness and recommend improvements for future programs
Support budget tracking and invoice processing as needed
Use professional expertise to monitor and prepare reports on College events
Qualification
Required
Bachelor's Degree - in related field. Relevant education and/or experience that demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis
General knowledge of marketing, branding, and/or communications, and/or public relations
General knowledge of applicable copyright and other laws pertaining to written materials, news media, and confidentiality
Ability to appropriately handle sensitive and confidential information
General knowledge and understanding of media outlets, including print, television, and radio
Ability to work with the media for the coverage of events
Skill in following guidelines and providing input and feedback
Strong communication and interpersonal skills to work effectively in a diverse environment
Ability to analyze information and data and use reasoning to summarize into clear and succinct statements
Ability to work independently and as part of a team, and build relationships with diverse stakeholders
Flexibility to adapt to changing priorities and deadlines
Organizational skills to plan, organize, and prioritize work
Computer skills to appropriately use technology and relevant software packages as required
Preferred
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
Excellent written and oral communication skills, as well as critical thinking and research skills
Previous experience recommending and implementing technological solutions for communications, event planning, registrations, data collection, analysis, and reporting
Expertise in using data systems and complex analysis software, such as pivot tables within Excel
Expertise in using online/web-based applications for event planning and registration
Experience with developing FileMaker or similar database applications
Previous experience in a higher education environment preferred
Bachelor's degree in communications, marketing, public relations, event management, or related field
2–4 years of professional experience in communications and/or event planning (higher education experience preferred)
Strong writing, editing, and digital content creation skills
Experience managing social media platforms and content management systems
Excellent organizational skills with the ability to manage multiple projects simultaneously
Strong interpersonal skills with the ability to work collaboratively with diverse stakeholders
Company
California State Polytechnic University-Pomona
The official LinkedIn account of Cal Poly Pomona, the #1 polytechnic university for diversity and economic mobility. Here, you #BecomeByDoing. 🐎
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Winny Dong
Co-Founder and Faculty Director, Learn Through Discovery Initiative
Daniele LeCesne
Interim Exec Director & Special Advisor, University Advancement/Interim COO, CPP Philanthropic Fdtn
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