Marketing Support Specialist chez Chaffey College, CA

About the Department

Position Duties

• Create, maintain, update and provide digital communications support for internal audiences;
• Develop and maintain calendar for information awareness, key deadlines and overall college information.
• Develop and coordinate materials for text content placement; update and upload content using M.E. Pro Plus II software to provide digital communication to external audiences on the Chaffey College marquee.
• Function as office coordinator for a major college service area; coordinate work of clerical staff in various component programs; provide in-service training for clerical staff; coordinate accounting systems of component programs.
• Develop and maintain partnerships with cities and other community members; to increase visibility leverage resources and promote the reputation and programming of the District.
• Coordinate and organize various marketing events; attend and represent the District; provide information and follow up as appropriate to ensure appropriate action is taken regarding questions and/or requests for information; oversee volunteers and vendor activities.
• Coordinate, organize, and participate in departmental planning activities;  develop and implement strategies to  meet marketing objectives and campaigns; increase visibility and promote community awareness of the District.
• Serve as liaison and the primary contact for members of the local community seeking District  information and event coordination; respond to questions, concerns, and suggestions related to Marketing activities; further develop and maintain relationships in the community as opportunities are presented
• Coordinate all campus tours, including those for schools and members of the community for recruitment of students and general promotion of the District.
• Recruit, train, and coordinate training for student ambassadors and hourly employees for campus tours and community events; schedule and oversee work performed by student ambassadors and hourly employees.
• Provides technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer and software usages.
• Serve as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.
• Attends meetings on behalf of supervisor as assigned.
• Compiles complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
• Assists in the development and preparation of reports, board items, budgets, and grant proposals; collects data and provides research assistance for various studies and reports.
• Monitors progress of assigned projects; maintains complex recordkeeping systems and schedules; assists instructional staff in developing and coordinating class schedules.
• Processes a variety of documents relating to personnel, budgeting, and curriculum requirements.
• Coordinates specific activities and events for the campus community on behalf of marketing and arranges for ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events.
• Maintains updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.
• Organizes office systems; recommends policies, procedures, and program activities.  
• Maintains calendars, schedules appointments, arranges meetings, makes travel arrangements.
• Types, edits, and formats a variety of materials; composes correspondence from general instructions; may take and prepare minutes of meetings.
• Uses a variety of office equipment including Microsoft Word, Microsoft Excel, and Adobe Acrobat.
• Responds to questions or requests for information regarding programs and functions of assigned office; provides information to staff, students, and the public or refers to appropriate service area.
• Maintains a variety of logs, files, and records including files of a supervisory and/or sensitive nature; controls the release of sensitive information to authorized personnel.
• May maintain and audit financial records related to assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation.
• Provides technical assistance in requisition processing.
• Performs related duties as assigned.

Minimum Qualifications

• Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be completion of an Associate’s degree in marketing or business administration with two years of responsible administrative support experience involving extensive interaction with outside organizations, public contact, and interfacing with various levels of management.
• Ability to operate a computer; familiarity with various software packages and demonstrated ability to learn new software applications. Knowledge of generally accepted office practices, procedures, and equipment; knowledge of basic arithmetic; and proper English usage, grammar, vocabulary, and spelling.
• Knowledge and usage of software that allows up-to-date communications and content to over 15 campus televisions displayed on all three (3) Chaffey College campuses.
• Knowledge of basic marketing principles and strategies.
• Ability to learn, apply, and communicate complex policies, procedures, and regulations relevant to assigned office.
• Ability to organize and coordinate office procedures, coordinate the work of others, and prioritize workload; ability to perform complex administrative and technical tasks within defined deadlines.
• Ability to maintain accurate and orderly records and files.
• Ability to prepare marketing and related correspondence.
• Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
• Ability to analyze documentation for accuracy, completeness, and compliance with required procedures and regulations.
• Ability to follow written and oral directions.
• Ability to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.
• Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment.

Other Qualifications

• Cover Letter
• Resume
• Copy of college level transcripts (if you are using your education to meet the qualifications) (Photocopies or computer printouts are acceptable. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. International transcripts must be transcribed and evaluated in English by a bona fide evaluation service.)