Communications and Marketing Project Coordinator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

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Location:

Claremont, CA

Job Posting Title:

Communications and Marketing Project Coordinator

Job Details and Requirement:

Department: Communications and Marketing                                            

Supervisor: VP for Communications and Marketing  

Last Updated:  6/2/2026         

The Communications and Marketing Project Coordinator plays a central role in managing the flow of work across the Communications & Marketing team while providing high-level administrative support to the Vice President. 

This position ensures that projects are prioritized, scheduled, and executed effectively by overseeing intake processes, coordinating team workflows, and facilitating key meetings. The coordinator also serves as a key point of contact for campus partners helping align requests with available resources, timelines, and institutional priorities. 

Success in this role requires strong organizational skills, sound judgment, and the ability to balance competing priorities while maintaining a high level of professionalism and clarity. 

                                                                    

Project Intake & Traffic Management 

• Manage incoming project requests through MarCom intake forms and email channels 
• Review requests for completeness, clarity, and alignment with departmental priorities 
• Route projects to appropriate team members and establish timelines 
• Monitor project progress and follow up to ensure deadlines are met 
• Maintain project tracking systems (e.g., Microsoft Planner or similar tools) 

Meeting Coordination & Workflow Planning 

• Develop agendas and supporting materials for: 
• Weekly Monday MarCom Traffic Meetings 
• Weekly Wednesday Creative Review Meetings 
• Track action items, decisions, and follow-ups from meetings 
• Ensure visibility into team workload, priorities, and capacity 

Executive Support 

• Provide administrative support to the Vice President, including: 
• Calendar coordination as needed 
• Preparation of materials for meetings and presentations 
• Assistance with special projects and strategic initiatives 

Financial Administration 

• Process invoices, purchase requests, and expense reports for MarCom leadership 
• Track budgets and expenditures in coordination with department leadership 
• Ensure timely and accurate documentation in accordance with College policies 

Campus Partnership & Communication 

• Serve as a primary point of contact for campus partners submitting requests 
• Communicate timelines, expectations, and project scope clearly 
• Provide guidance on available resources, tools, and self-service options 
• Exercise sound judgment in prioritizing requests, including the ability to: 
• Politely defer or decline requests when necessary 
• Redirect partners to appropriate alternatives 

Brand Champions Program Coordination 

• Plan and coordinate  Brand Champions meetings (monthly cadence) 
• Develop and circulate meeting agendas and materials 
• Gather feedback from campus partners and share insights with MarCom team 
• Advocate for tools, resources, and support that enable campus communicators to succeed 

Branded Resource Management 

• Oversee the inventory, scheduling, and tracking of branded materials and equipment (e.g., banners, A-frames, event displays) available for campus use 
• Manage check-out and