Communications and Marketing Project Coordinator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.Inquiries Regarding Application StatusDue to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application.Location:Claremont, CAJob Posting Title:Communications and Marketing Project CoordinatorJob Details and Requirement:Department: Communications and MarketingSupervisor: VP for Communications and MarketingLast Updated: 6/2/2026GENERAL DESCRIPTIONThe 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 FUNCTIONSProject Intake & Traffic ManagementManage incoming project requests through MarCom intake forms and email channelsReview requests for completeness, clarity, and alignment with departmental prioritiesRoute projects to appropriate team members and establish timelinesMonitor project progress and follow up to ensure deadlines are metMaintain project tracking systems (e.g., Microsoft Planner or similar tools)Meeting Coordination & Workflow PlanningDevelop agendas and supporting materials for:Weekly Monday MarCom Traffic MeetingsWeekly Wednesday Creative Review MeetingsTrack action items, decisions, and follow-ups from meetingsEnsure visibility into team workload, priorities, and capacityExecutive SupportProvide administrative support to the Vice President, including:Calendar coordination as neededPreparation of materials for meetings and presentationsAssistance with special projects and strategic initiativesFinancial AdministrationProcess invoices, purchase requests, and expense reports for MarCom leadershipTrack budgets and expenditures in coordination with department leadershipEnsure timely and accurate documentation in accordance with College policiesCampus Partnership & CommunicationServe as a primary point of contact for campus partners submitting requestsCommunicate timelines, expectations, and project scope clearlyProvide guidance on available resources, tools, and self-service optionsExercise sound judgment in prioritizing requests, including the ability to:Politely defer or decline requests when necessaryRedirect partners to appropriate alternativesBrand Champions Program CoordinationPlan and coordinate Brand Champions meetings (monthly cadence)Develop and circulate meeting agendas and materialsGather feedback from campus partners and share insights with MarCom teamAdvocate for tools, resources, and support that enable campus communicators to succeedBranded Resource ManagementOversee the inventory, scheduling, and tracking of branded materials and equipment (e.g., banners, A-frames, event displays) available for campus useManage check-out and return processes, ensuring timely availability and proper care of resourcesMaintain inventory records and coordinate replenishment or replacement as neededCommunicate guidelines and expectations for use to campus partnersVendor Coordination & Production OversightServe 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 deliverablesTrack vendor deliverables and support project execution from initiation through completionREQUIRED KNOWLEDGE, SKILLS AND ABILITIESThe 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 workflowsPrioritization & judgment: Balances competing demands effectivelyDiplomacy & communication: Can set boundaries while maintaining strong relationshipsAttention to detail: Ensures accuracy in scheduling, tracking, and financial processesCollaboration: Works effectively across teams and departmentsStrong 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 roleExceptional organizational and time management skillsStrong written and verbal communication skillsAbility to manage multiple priorities in a fast-paced environmentHigh level of discretion and professionalismPreferred Qualifications:Experience in communications, marketing, or higher education environmentsFamiliarity with project management tools (e.g., Microsoft Planner, Asana, Basecamp)Experience working with external vendors or managing production timelinesExperience supporting senior leadershipSupervisory Responsibility: NoTime Type: Full TimeWork 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-$24.00Pitzer 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; andInstructions: Only qualified applicants please.Application Materials: Upload the following materials to complete your application:Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.Resume: List relevant qualifications and dates of experience.Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).Employment RequirementsEmployment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.Covid-19 VaccinationPitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.Equal Employment Opportunity and Non-DiscriminationPitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.Safety ReportIn compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.
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