Communications and Marketing Project Coordinator

Job Title

Communications and Marketing Project Coordinator

Claremont, CA

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. The position ensures projects are prioritized, scheduled, and executed effectively by overseeing intake processes, coordinating team workflows, and facilitating key meetings. The coordinator also serves as the primary point of contact for campus partners, helping align requests with available resources, timelines, and institutional priorities.

Success requires strong organizational skills, sound judgment, and the ability to balance competing priorities while maintaining a professional and clear approach.

• Project Intake & Traffic Management: manage incoming project requests, review for completeness and alignment, route to team members, establish timelines, monitor progress, maintain project tracking systems.
• Meeting Coordination & Workflow Planning: develop agendas and supporting materials for the Weekly Monday Mar Com Traffic Meetings and Weekly Wednesday Creative Review Meetings, track action items and follow-ups, ensure visibility into team workload.
• Executive Support: calendar coordination, prepare materials for meetings, assist with special projects and strategic initiatives.
• Financial Administration: process invoices, purchase requests, expense reports, track budgets and expenditures in coordination with department leadership.
• Campus Partnership & Communication: serve as point of contact, communicate timelines, expectations, project scope, provide guidance on resources, use sound judgment to prioritize requests.
• Brand Champions Program Coordination: plan and conduct monthly Brand Champions meetings, circulate agendas, gather feedback, share insights with Mar Com, advocate for tools and resources.
• Branded Resource Management: oversee inventory, scheduling, and tracking of branded materials and equipment, manage check‑out and return processes, maintain records, communicate usage guidelines.
• Vendor Coordination & Production Oversight: liaise with third-party vendors, coordinate production timelines, partner with Creative Director for quality and brand alignment, track vendor deliverables, support project execution from initiation through completion.

• Ability to bring structure to complex workflows.
• Prioritization and judgment skills: balance competing demands, set boundaries while maintaining relationships.
• Detail-oriented accuracy in scheduling, tracking, and financial processes.
• Collaboration skills: work effectively across teams and departments.
• Strong written and verbal communication; proactive initiative; ability to manage multiple projects, meet deadlines, think strategically, work with numbers and data.
• Personal integrity, confidentiality, positive attitude, strong work ethic, professional judgment.

• 2–5 years of experience in project coordination, administrative support, or a related 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.

• Experience in communications, marketing, or higher‑education environments.
• Familiarity with project management tools such as Microsoft Planner, Asana, or Basecamp.
• Experience working with external vendors or managing production timelines.
• Experience supporting senior leadership.

Full-time, non-exempt, staff position. Monday through Friday, 8:00 a.m. to 5:00 p.m.; may require evenings and weekends as needed. Hybrid model: 1 day per week remote.

Hourly rate: $23.00–$24.00. Benefits include health, dental, and vision insurance; retirement savings plan; generous paid time off (vacation, holidays, sick time, parental leave, bereavement); tuition reimbursement and tuition exchange program.

Primarily sedentary: sit for prolonged…