Communications and Marketing Project Coordinator

Location: Claremont, CA Job Posting Title: Communications and Marketing Project Coordinator Job Details and Requirements Department: Communications and Marketing Supervisor: VP for Communications and Marketing Last Updated: 6/2/2026 General Description The Communications and Marketing Project Coordinator plays a central role in managing the flow of work across the Communications & Marketing team while providing high-level administrative support to the Vice President. This position ensures that projects are prioritized, scheduled, and executed effectively by overseeing intake processes, coordinating team workflows, and facilitating key meetings. The coordinator also serves as a key point of contact for campus partners helping align requests with available resources, timelines, and institutional priorities. Success in this role requires strong organizational skills, sound judgment, and the ability to balance competing priorities while maintaining a high level of professionalism and clarity. Essential Functions Project Intake & Traffic Management Manage incoming project requests through MarCom intake forms and email channels Review requests for completeness, clarity, and alignment with departmental priorities Route projects to appropriate team members and establish timelines Monitor project progress and follow up to ensure deadlines are met Maintain project tracking systems (e.g., Microsoft Planner or similar tools) Meeting Coordination & Workflow Planning Develop agendas and supporting materials for: Weekly Monday MarCom Traffic Meetings Weekly Wednesday Creative Review Meetings Track action items, decisions, and follow-ups from meetings Ensure visibility into team workload, priorities, and capacity Executive Support Provide administrative support to the Vice President, including: Calendar coordination as needed Preparation of materials for meetings and presentations Assistance with special projects and strategic initiatives Financial Administration Process invoices, purchase requests, and expense reports for MarCom leadership Track budgets and expenditures in coordination with department leadership Ensure timely and accurate documentation in accordance with College policies Campus Partnership & Communication Serve as a primary point of contact for campus partners submitting requests Communicate timelines, expectations, and project scope clearly Provide guidance on available resources, tools, and self-service options Exercise sound judgment in prioritizing requests, including the ability to: Politely defer or decline requests when necessary Redirect partners to appropriate alternatives Brand Champions Program Coordination Plan and coordinate Brand Champions meetings (monthly cadence) Develop and circulate meeting agendas and materials Gather feedback from campus partners and share insights with MarCom team Advocate for tools, resources, and support that enable campus communicators to succeed Branded Resource Management Oversee the inventory, scheduling, and tracking of branded materials and equipment (e.g., banners, A-frames, event displays) available for campus use Manage check‑out and return processes, ensuring timely availability and proper care of resources Maintain inventory records and coordinate replenishment or replacement as needed Communicate guidelines and expectations for use to campus partners Vendor Coordination & Production Oversight Serve as a liaison with third‑party vendors (e.g., printers, fabricators, promotional item suppliers) Coordinate production timelines, ensuring projects are delivered on schedulePartner with the Creative Director to ensure quality standards, brand alignment, and accuracy of final deliverables Track vendor deliverables and support project execution from initiation through completion Required Knowledge, Skills and Abilities The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Operational clarity: Ability to bring structure to complex workflows Prioritization & judgment: Balances competing demands effectively Diplomacy & communication: Can set boundaries while maintaining strong relationships Attention to detail: Ensures accuracy in scheduling, tracking, and financial processes Collaboration: Works effectively across teams and departments Strong interpersonal, written and verbal communication skills and attention to detail. Ability to take initiative to work proactively, meet deadlines, organize and prioritize multiple projects, think strategically, and work with numbers and data. Exhibit personal integrity and ability to appropriately handle confidential and sensitive information. Exhibit a positive attitude, strong work ethic, and sound professional judgment. Experience/Education 2–5 years of experience in project coordination, administrative support, or similar role Exceptional organizational and time management skills Strong written and verbal communication skills Ability to manage multiple priorities in a fast‑paced environment High level of discretion and professionalism Preferred Qualifications Experience in communications, marketing, or higher education environments Familiarity with project management tools (e.g., Microsoft Planner, Asana, Basecamp) Experience working with external vendors or managing production timelines Experience supporting senior leadership Supervisory Responsibility: No Time Type: Full Time Work Schedule: This is a regular, non‑exempt, staff position, working 12 months per year. The regular schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required. Work Model: Hybrid (1 Days/Wk Remote) Must have access to reliable and secure computer and internet connection. Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards and ergonomically appropriate. Compensation Budgeted Salary Range: $23.00-$24.00 Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more. Physical Requirements This is generally a sedentary position. Must be able to: Sit for prolonged periods of time; Operate a computer for prolonged periods of time; Communicate with others by email, in person and over the telephone; Read printed materials and a computer screen; Assist with the set‑up and teardown of event tables, signage and other materials. Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting; Lift 15 pounds from the ground to waist level unassisted; and #J-18808-Ljbffr