Administrative Coordinator - Community Engagement & Marketing

Mt. Hood Community College; Gresham (OR); On-site; USD 63,000 - 88,000; Full time

Job summary

Mt. Hood Community College is seeking an experienced Marketing Operations Support professional to provide administrative and general program support for the College’s marketing and community engagement efforts.

You will assist in coordinating marketing projects, signature events, and help implement a consistent approach to engagement across internal stakeholders and community partners. In this role you will manage procurement, budgeting data, vendor communications, and travel reimbursements

Qualifications

• Minimum 5 years of experience providing administrative coordination and direct support.
• Experience coordinating event logistics.
• Intermediate skills with Microsoft Word and PowerPoint; basic Excel and Outlook.
• Commitment to promoting and enhancing diversity and equity.

Responsibilities

• Provides key administrative support for Marketing & College Relations, events, and community engagement activities.
• Manages vendor contracts, procurement processes, and budget/expense tracking.
• Coordinates marketing intake tickets and directs clients to templates or procedures.
• Supports room scheduling, travel reimbursements, and project/work order management.

Skills

Event logistics coordination

Microsoft Office

Customer service

Project management

Communication

Diversity & equity

Education

High School Diploma/GED

Tools

Blackbaud CRM

Asana

Adobe Creative Suite

Microsoft Word

PowerPoint

Excel

Outlook

Job description

Description

Job Summary and Responsibilities/Duties

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

• 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.
• 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.
• 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.
• Provides administrative support for Advancement-led events including monitoring vendor contracts, scheduling meetings with stakeholders, and other logistics as needed.
• 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.
• Coordinates the ordering, organization, and inventory of swag and other supplies. Researches availability, costs, and quality of requested materials, and provides recommendations.
• 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 monitoring work orders and facility requests.
• 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.
• Executes advertising buys as directed, and tracks related metrics. Summarizes and provides data to management as requested.
• Enters, maintains, and updates community engagement data, ensuring accuracy and completeness.
• Participates in community engagement meetings. Assists with tracking opportunities and communicating updates. Provides support for meeting logistics, agendas, notes, and follow-up.
• Assists with coordinating the college’s community sponsorships and memberships, including tracking opportunities, maintaining calendars, coordinating invitations, and processing payments.
• Coordinates communication and serves as a point of contact for internal and external inquiries to support relationship building.

Additional Duties

• Performs all other duties as assigned.

Minimum And Desired Qualifications

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

Equivalent combinations of education and experience may be considered on a year for year basis

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

Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs)

• 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 and Important Information

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.

Mt. Hood Community College offers an exceptional benefits package that includes vacation, sick and personal business or emergency leave; medical, dental, vision, life, AD&D, and long-term disability insurance; optional short-term disability, optional life, and optional AD&D insurance; retirement through Oregon PERS; a tuition waiver plan and professional development funds; and an Employee Assistance Program (EAP). For more information about our benefits and wellness offerings, please visit our website here.

Salary63,466.00 - 87,858.00 Annual

Location

In-Person

Position Type

Full Time

Experience

5-10 years

Job Category

Business Management & Administration | Communications | Education & Training | Marketing, Sales and Service