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

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