Communication & Event Specialist

Type of Appointment:Full Time Probationary

Job Classification:Mar Comm Professional I

Anticipated Hiring Range:Up to $4570 max

Work Schedule:Monday - Friday 8:00 a.m. - 5:00 p.m.


THE DEPARTMENT:

The mission of the College of Engineering is to educate engineers and technologists to meet increasingly complex technical and socioeconomic challenges. The College of Engineering provides study opportunities to more than 4700 undergraduate and graduate students in seven engineering departments offering eleven programs leading to Bachelor of Science degrees in Aerospace Chemical Civil Electrical Industrial Manufacturing Mechanical Engineering Technology Construction Engineering Technology and Electrical and Computer Engineering addition the graduate division offers programs leading to Master of Science degrees in Civil Engineering Electrical Engineering Engineering Management and Mechanical Engineering. The undergraduate curricula are accredited by the Engineering Accreditation Commission or the Technology Accreditation Commission of ABET Inc. (Accreditation Board for Engineering and Technology).

DUTIES AND RESPONSIBILITIES:

Communications Project & Communication Collaboration

• Contribute to developing maintaining and executing a communications calendar to ensure timely and high-quality delivery of messages.
• Help develop and maintain a project tracking system to monitor schedules and meet deadlines.
• Collaborate and assist with communication and marketing efforts for college-wide events ensuring alignment across stakeholders and application of a wide variety of policies and procedures relating to and impacting the college.

Web & Digital Content

• Independently update and create web pages for the College of Engineering using the universitys CMS platform.
• Manage the Colleges Social media presence including weekly content planning and posting to Instagram.
• Contribute to content creation including newsletters publications and marketing messaging for various audiences including current and prospective students alumni industry representatives and current and prospective donors.

Data & Reporting

• Collect interpret and present data on enrollment admissions and graduation rates for annual surveys and reports.
• Apply research and statistical methods to generate actionable insights and present findings in reports dashboards and presentations for leadership decision-making.

Outreach & Engagement

• Strategically draft and distribute event communications (invitations reminders thank-you notes) to strengthen relationships with internal and external stakeholders.
• Maintain email lists and provide timely updates to faculty staff students and external guests.
• Respond to general inquiries directed to the College of Engineering ensuring accurate and professional communication.
• Provide guidance and support to student-led programs and initiatives including the Deans Student Advisory Board fostering leadership development and enhancing student engagement with College priorities.

Events & External Relations Event Planning & Logistics

• Help lead and coordinate the planning and execution of large high-profile College-wide events that engage faculty staff students alumni and industry partners ensuring alignment with College priorities and strategic goals.
• Contribute to the coordination of event logistics including space reservations catering AV/tech requests parking and equipment setup. Utilize high-level technical skills and independent professional judgment to develop and implement online/web-based methods for College event planning and registration.
• Prepare event materials (agendas flyers name tags signage programs certificates) that reinforce the Colleges brand and enhance participant engagement.
• Track RSVPs manage guest lists and organize seating assignments as needed to optimize networking opportunities and VIP experiences.
• Contribute to vendor coordination for catering rentals and special services ensuring quality cost-effectiveness and compliance.
• Collaborate with developing strategies for volunteer engagement including recruitment training and scheduling to maximize participation and event success.

Event Day Support

• Serve as a point of contact for event setup check-in hospitality signage and troubleshooting.
• Provide on-site support for VIPs faculty and student participants resolving issues with discretion and professionalism.
• Ensure smooth event flow by coordinating with facilities and technology staff. Anticipate challenges and contribute to contingency plans to ensure smooth event operations.
• Signature events and programs include but are not limited to: Student Advisory Board trainings and meetings general engineering tours ENGx Talks and Distinguished Lecturer Series Movie in the Meadow University Preview Day & Open house Holiday Mixer Power of Food Engineering Project Symposium & Showcase Faculty & Staff Awards Valedictorian Dinner and Commencement. Recordkeeping & Follow-up
• Maintain accurate event records attendance data and post-event documentation for reporting and analysis. Organize event photos promotional materials and documentation.
• Conduct post-event assessments leveraging data and feedback to evaluate effectiveness and recommend improvements for future programs.
• Support budget tracking and invoice processing as needed.
• Use professional expertise to monitor and prepare reports on College events.

QUALIFICATIONS:

• Bachelors Degree - in related field. Relevant education and/or experience that demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• Relevant education and/or experience that demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• General knowledge of marketing branding and/or communications and/or public relations. General knowledge of applicable copyright and other laws pertaining to written materials news media and confidentiality. Ability to appropriately handle sensitive and confidential information. General knowledge and understanding of media outlets including print television and radio. Ability to work with the media for the coverage of events. Skill in following guidelines and providing input and feedback. Strong communication and interpersonal skills to work effectively in a diverse environment. Ability to analyze information and data and use reasoning to summarize into clear and succinct statements. Ability to work independently and as part of a team and build relationships with diverse stakeholders. Flexibility to adapt to changing priorities and deadlines. Organizational skills to plan organize and prioritize work. Computer skills to appropriately use technology and relevant software packages as required.

PREFERRED QUALIFICATIONS:

• Ability to take initiative and independently plan organize coordinate and perform work in various situations where numerous and diverse demands are involved.
• Excellent written and oral communication skills as well as critical thinking and research skills.
• Previous experience recommending and implementing technological solutions for communications event planning registrations data collection analysis and reporting.
• Expertise in using data systems and complex analysis software such as pivot tables within Excel.
• Expertise in using online/web-based applications for event planning and registration.
• Experience with developing FileMaker or similar database applications.
• Previous experience in a higher education environment preferred.
• Bachelors degree in communications marketing public relations event management or related field.
• 24 years of professional experience in communications and/or event planning (higher education experience preferred).
• Strong writing editing and digital content creation skills.
• Experience managing social media platforms and content management systems.
• Excellent organizational skills with the ability to manage multiple projects simultaneously.
• Strong interpersonal skills with the ability to work collaboratively with diverse stakeholders.
  
  
  

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to theCalifornia State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the (UNION) bargaining unit (UNIT). The CSU Classification Standards for this position are located on theCSU Classification Standards CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $XXXX and maximum $XXXX per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go theI-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to theAuthorized University Driver Policy.

Conflict of Interest

This position is a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information go to theConflict of Interest policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including the Jeanne Clery Campus Safety Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing atCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see thePay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at. For more information go toEmployment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.