Administrative Coordinator - Community Engagement & Marketing

Mount Hood Community College; Gresham (OR); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Mount Hood Community College in Gresham, Oregon seeks an Administrative Coordinator to support the Marketing & College Relations team, coordinating events, maintaining engagement data, and assisting with budget tracking and supplier relationships.

The role collaborates across departments to align with institutional priorities and helps ensure smooth operations in day-to-day activities and special projects.

Qualifications

• Minimum (5) years of experience providing administrative coordination and support to complex programs.
• Experience coordinating event logistics and budgets.
• Intermediate skills with Word and PowerPoint; basic Excel and Outlook.
• Commitment to promoting diversity and equity.

Responsibilities

• Provide administrative support for marketing and college relations activities and events.
• Coordinate marketing intake tickets and respond to inquiries.
• Assist with vendor bids, PO creation, and contract monitoring.
• Maintain engagement data, calendars, and travel forms.
• Support budget tracking, monthly reports, and invoices.
• Coordinate room scheduling and supply management.

Skills

Administrative coordination

Event logistics coordination

Customer service

Education

High School Diploma/GED

Tools

Microsoft Word

PowerPoint

Excel

Outlook

Adobe Creative Suite

Blackbaud CRM

Asana

Job description

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

1. 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.
2. 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.
3. 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.
4. Provides administrative support for Advancement-led events including monitoring vendor contracts, scheduling meetings with stakeholders, and other logistics as needed.
5. 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.
6. Coordinates the ordering, organization, and inventory of swag and other supplies. Researches availability, costs, and quality of requested materials, and provides recommendations.
7. 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.
8. 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.
9. Executes advertising buys as directed, and tracks related metrics. Summarizes and provides data to management as requested.
10. Enters, maintains, and updatescommunity engagement data, ensuring accuracy and completeness.
11. Participates in community engagement meetings. Assists with tracking opportunities and communicating updates. Provides support for meeting logistics, agendas, notes, and follow-up.
12. Assistswith coordinating the college’scommunity sponsorships and memberships, including tracking opportunities,maintainingcalendars, coordinating invitations, and processing payments.

Additional Duties

1. 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 platforms

Working Conditions

Work is typically performed in a normal office environment while sitting at a computer terminal. Visual eye strain and repetitive hand/wrist motion for data entry and keyboarding functions. Works a variable schedule as needed, including some evenings and weekends, to support events. This position is primarily on site but may be eligible for remote work on an intermittent basis.

Salary Placement

Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the Collective Bargaining Agreement and in accordance with all applicable state and federal laws. Please include all relevant full and part-time experience (including unpaid and volunteer experience) in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.