Administrative Coordinator - Community Engagement & Marketing Job Gresham area,Oregon USA,Administrative/Clerical

Job Summary

Provides administrative and general program supports the college’s marketing operations and community engagement efforts. Assists with the coordination of marketing projects, signature events, and assists in the implementation of a consistent, organized approach to community engagement efforts. Supports project and event management, maintains engagement data and systems, and helps execute initiatives that strengthen relationships with internal stakeholders, community partners, and the MHCC Foundation.

Collaborates across departments to ensure projects and engagement efforts are well-coordinated and aligned with institutional priorities.

Essential Duties

Provides key administrative support for the Marketing & College Relations team as needed for signature events, marketing projects, and community engagement activities. Supports activity and event attendance and logistics, facilitates project timelines, and provides other related program supports. Assembles materials, and assists with tabling events as needed.

Provides general guidance, information, and assistance to internal College departments, external stakeholders, and the general public. Responds to department inquiries and escalates questions to appropriate staff.

Coordinates marketing intake tickets in marketing systems and department email inbox and responds or delivers to appropriate contact. Directs clients to published templates or procedures as applicable.

Provides administrative support for Advancement-led events including monitoring vendor contracts, scheduling meetings with stakeholders, and other logistics as needed.

Works with printers and other vendors as necessary for bids. Initiates purchase orders, requests for proposals (RFPs), and decision packages that are necessary for budget and billing. Monitors contracts for completion and ensures payments are processed.

Coordinates the ordering, organization, and inventory of swag and other supplies. Researches availability, costs, and quality of requested materials, and provides recommendations.

Provides general administrative support to the department in day-to-day operations and special projects. Assists with the creation of correspondence, documents, forms, and other materials. Coordinates room scheduling. Maintains and orders supplies. Assists staff with the coordination and processing of travel forms and reimbursements. Creates and monitors work orders and facility requests.

Assists in budget preparation and control activities; maintains department and program budget records, purchases and purchase orders; verifies expenditures; records, inputs, updates, extracts, and analyze budget and financial data to ensure appropriate usage and allocations. Monitors and provides monthly year-to-actual budget reports.

Executes advertising buys as directed, and tracks related metrics. Summarizes and provides data to management as requested.

Enters, maintains, and updates community engagement data, ensuring accuracy and completeness.

Participates in community engagement meetings. Assists with tracking opportunities and communicating updates. Provides support for meeting logistics, agendas, notes, and follow-up.

Assists with coordinating the college’scommunity sponsor ships and memberships, including tracking opportunities,maintaining calendars, coordinating invitations, and processing payments.

Additional Duties

Performs all other duties as assigned.

Minimum Qualifications (Education, Experience, Computer Skills, etc.)

Education:

High School Diploma/GED or equivalent

Experience/Training:

Minimum (5) years of experience providing administrative coordination and direct support to a complex program(s), management, and staff
Experience with coordinating event logistics
Intermediate skills utilizing Microsoft Word and PowerPoint and basic skills utilizing Microsoft Excel and Outlook
Commitment to, and experience with, promoting and enhancing diversity and equity

Preferred Qualifications

Experience on a planning team of high-profile, high-impact events in a higher education environment.
Knowledge of Blackbaud or other CRM system.
Experience working with project management software preferably Asana.
Experience working in higher education
Proficiency utilizing Adobe Creative Suite.

Knowledge,

Skills and Abilities

Detail-oriented
Resourceful and assertive problem-solver
Advanced customer service skills
Project management and advanced organization skills
Proficient with time and project management and experience using project management and CRM…