Communications and Marketing Project Coordinator

Communications and Marketing Project Coordinator

Claremont, CA

Department:
Communications and Marketing

Supervisor: VP for Communications and Marketing

Last Updated: 6/2/2026

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.

• Manage incoming project requests through Mar Com 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)

• Develop agendas and supporting materials for:
  • Weekly Monday Mar Com Traffic Meetings
  • Weekly Wednesday Creative Review Meetings
• Track action items, decisions, and follow-ups from meetings
• Ensure visibility into team workload, priorities, and capacity

• 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

• Process invoices, purchase requests, and expense reports for Mar Com leadership
• Track budgets and expenditures in coordination with department leadership
• Ensure timely and accurate documentation in accordance with College policies

• 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

• Plan and coordinate Brand Champions meetings (monthly cadence)
• Develop and circulate meeting agendas and materials
• Gather feedback from campus partners and share insights with Mar Com team
• Advocate for tools, resources, and support that enable campus communicators to succeed

• Oversee 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

• Serve as a liaison with third‑party vendors (e.g., printers, fabricators, promotional item suppliers)
• Coordinate production timelines, ensuring projects are delivered on schedule
• Partner 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

• 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…