Marketing and Event Coordinator/Cybersecurity Center California State University, San Bernardino
Overview Employment Status: Full-time (40 hours a week), temporary 'non-exempt' position through June 30, 2022 (with the possibility of a one-year renewable appointment).
Work Schedule: Monday to Friday from 8:00 a.m. to 5:00 p.m.
Typical duties may include, but are not limited to the following:
Provide strategic planning for virtual, in-person and hybrid events including but not limited to, the CAE in Cybersecurity Symposium, the CAE Virtual Career Fair, the Principal Investigators Meeting, and other events as needed
Plan event scope, design, and production while managing all project delivery elements within time limits
Coordinate travel using Adobe Sign, CVent, Concur or another travel platform in collaboration with the Budget Analyst
Coordinate, manage and implement every aspects of travel arrangements for staff, government officials, and the CAE-C Community
Maintain queues to assure approvals as attained as well as deadlines are met
Research and resolve all incorrect charges with respected to entire travel program
Negotiate and secure event space; visit venue to plan layout of seating and decorations
Discuss event budgets and expectations with management and staff
Works with the media specialist to edit, design and maintain standards of promotional materials, including but not limited to: the planning and production of audio visual (AV), digital and physical products
Manages purchasing, delivery and distribution of marketing materials
Maintains designated CAE email account for event and travel queries
Manage Marketing and Media position to ensure Social media, communications and graphic design content is prepared to CAE Community standards
Conduct market research, gather information, and negotiate contracts prior to closing any deals
Work with the CAE in Cybersecurity Program Manager and Budget Analyst to provide feedback and periodic report to stakeholders
Maintains general office records, compiling and updating information using the required databases
Organize facilities and manage all event's details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
Work with the Marketing and Media Specialist to deliver marketing campaigns on events to the CAE Community
Proactively handle any arising issues and troubleshoot any emerging problems on the day of the event
Conduct pre and post evaluations and report on outcomes
Excellent oral and written communication skills
Maintains effective communication by following up and/or reaching out to various constituents in a timely manner
Typical duties may include providing moderate to complex administrative and clerical support for assigned development directors.
Develop and track timelines for various projects on an ongoing basis to see projects/tacks to completion
Other duties as assigned.
Knowledge, Skills, and Abilities:
Applicants must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices
Applicants must have the ability to coordinate and prioritize many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly
Applicants must have the ability to accurately maintain records and files
Applicants must have strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis
Applicants must have demonstrated the ability to maintain a high degree of confidentiality
Applicants must have the ability to draft and compose correspondence
Be a self-starter who works well both independently and as a member of a team
Works well in a fast-paced environment under tight deadlines
The incumbent should possess the ability to analyze budgetary data and make accurate and reliable fiscal projections.
Applicants must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area
Applicants must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures
Applicants must have advanced knowledge in using digital event and/or communication platforms such as Zoom, Microsoft Teams, Slack, etc.
Education and Experience:
Bachelor's degree in Business Administration, Communications, Marketing, Hospitality Management or other similar degree AND minimum three (3) years of experience in general office administrative, clerical work, travel arrangements and reimbursements, and event coordination
Minimum 1 year experience supervising and training entry level staff and student workers
Applicants must have experience using standard office software programs such as Microsoft Outlook, Word, Excel, and Adobe Acrobat
5 years of experience in marketing or a related field preferred, Master's degree can be substituted for up to 2 years of experience.
Experience working directly with students, faculty, and high level Executives/Administrators
Experience maintaining records and documentation in higher education
Knowledge of PeopleSoft, Concur, CVent, Slack, Trello or a similar platform
UEC is an EOE - Minority/Female/Disability/Veterans. This position will remain open until filled. This is a sensitive position and selected candidate must successfully pass a thorough background investigation to include a criminal history check and Live Scan fingerprinting prior to appointment.
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.
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