Communications Coordinator

Published: 6/14/2022

Job Description

Work Schedule: Monday through Friday; occasional weekends and evenings may be required. Must be available for emergency situations as determined by ASI and the University. Hybrid eligible.

OVERVIEW

Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students.

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices.

Founded in 1995, award-winning Marketing, Design & Public Relations (MDPR) is one of the most respected Marketing groups at Cal Poly Pomona. It maintains its creativity and dynamic marketing strategies through an experienced, talented team of students and professional staff in combination with the use of today’s most cutting-edge technology. Its goal is to connect their clients to their respective audiences with a fresh and innovative solution. MDPR not only serves all of ASI’s internal marketing needs, but it provides CPP registered student clubs and organizations with the opportunity to utilize their experience-driven, competitively priced, design and marketing communications services as well. Some of the services the team provides are logo design, brochure design, digital bulletin boards advertisements, and event/program poster design.

POSITION DEFINITION

Under the general supervision of the ASI Associate Director of Marketing and Strategic Communications, the Communications Coordinator provides oversight and management of ASI’s messaging across multiple channels, including written content, public relations efforts, and high-production media, to elevate the organization’s visibility, engage students, and promote ASI’s mission and goals. This role collaborates with the ASI Board of Directors to meet their communication needs while leading a team dedicated to creating and maintaining cohesive, impactful communication efforts.

This position manages the unit which includes the communications area and the social media area. The primary responsibility is to provide effective leadership and development of approximately 20 part-time staff to carry out the goals of the unit.

ESSENTIAL DUTIES

Primary Management & Team Leadership

Recruit, select, hire, train, supervise, coach, evaluate and develop the communication and social media staff, which typically includes, but is not limited to, (1) communications supervisor, (6) communication assistants, (1) social media supervisors, and (8) social media marketing assistants.
Oversee the day-to-day operations of ASI’s communication and social media areas including all efforts to ensure projects are completed on time and to the highest standard
In collaboration with the Associate Director, provide mentorship and professional development opportunities to part-time staff, fostering a collaborative and growth-oriented work environment

Primary Responsibilities

Coordinate the development, implementation, and oversight of ASI’s comprehensive communication strategies to effectively promote programs, services, achievements, and initiatives to the campus community and beyond, in collaboration with key stakeholders
Lead and oversee editorial efforts, including high-level copywriting, proofreading, and copy editing, to ensure all communication materials adhere to ASI’s messaging standards and writing style guides
Provide specialized assistance with the communication strategy, guiding messaging and public relations efforts for all ASI-related initiatives, including high-level content creation, media outreach, and brand positioning
Coordinate and oversee the development and review of scripts for high-production video series, presentations, and other multimedia content, ensuring messaging aligns with ASI’s strategic goals, in collaboration with key stakeholders
Oversees the tracking, reconciliation, and reporting of related budgets.
Oversees ASI’s internal communications by managing content and engagement on ASI Teams Channels and the internal newsletter, ensuring clear, consistent, and timely communication across departments and with staff members
Attends all Board of Director meetings and partners directly, in the support of the AD, with the Board to fulfill their communication needs, including crafting statements, developing talking points, and producing materials for board-led initiatives and events
Maintain and uphold the ASI Writing Style Guide and ensure consistent application across all communication platforms both internally and externally
In collaboration with key stakeholders, develop and assist with ASI’s storytelling initiatives, ensuring clear, compelling, and strategic communication that enhances ASI’s reputation and student engagement
Assist with preparation, and implementation of the unit budget; prepare cost estimates for budget recommendations; and monitor, control, and reconcile related expenditures

Public Relations & Communications

Coordinate media relations, including responding to media inquiries, organizing press interviews, and fostering relationships with key media outlets
Coordinate and facilitate the creation of press releases, media advisories, speeches, and public statements to enhance ASI’s presence in on-campus media
Collaborate with key internal and external stakeholders to develop effective communication plans for events, campaigns, and organizational initiatives
Work closely with the AD and ASI Board of Directors to shape their communication strategies that align with ASI’s overall goals, ensuring alignment across all communication platforms
Oversee and coordinate strategic communication efforts for large-scale events, coordinating media coverage, promotional efforts, and digital campaigns to ensure successful execution
Collaborate with the ASI Board of Directors, program staff, and campus partners to develop communication strategies that meet the diverse needs of the ASI community
Partner with key stakeholders across the university to amplify ASI’s messaging, build relationships, and drive engagement with campus-wide initiatives

Content Development & Social Media

Coordinate and oversee the creation of social media content, including video production, digital graphics, and high-quality visuals, ensuring all content is cohesive and communicates ASI’s mission effectively
Lead and oversee the development and distribution of original content across ASI’s social media platforms (Facebook, Instagram, LinkedIn, and TikTok), ensuring messages are aligned with ASI’s communication goals and social media strategies
Lead and oversee social media campaigns and content calendars, ensuring consistent messaging and engagement across platforms
Responsible for ASI’s digital marketing initiatives to drive student engagement and awareness, using data-driven strategies to maximize impact across all channels
Oversee the monitoring of ASI’s online presence, responses to real-time events, and engagement with the CPP community utilizing social media listening tools
Oversee relationship development with student influencers and campus media outlets to broaden ASI’s reach and represent the perspectives of CPP’s diverse student population

QUALIFICATIONS

Bachelor’s degree in communications, public relations, journalism, marketing, or a related field
- 1-2 years of progressive supervisory experience with demonstrated ability to develop staff and lead a team
1-2 years of progressive management experience in communications, social media, or public relations, including;
- Demonstrated expertise in developing and executing communication strategies, including writing for various formats (e.g., press releases, scripts, digital content, social media)
- Strong copywriting, proofreading, and copy-editing skills with a keen attention to grammatical detail and adherence to AP style
- Experience working directly with executive leadership, such as a Board of Directors, to support high-level communication needs
- Ability to manage media relations, develop press materials, and coordinate with media outlets for event coverage and public relations efforts
- Proficiency with social media platforms (Facebook, Instagram, LinkedIn, TikTok, X) and social media management tools
- Strong organizational, leadership, and team management skills, with the ability to balance multiple projects in a fast-paced environment
- Demonstrated ability to work independently while ensuring alignment with organizational goals and messaging standards
Knowledge of and skill in budgeting and fiscal management
Excellent interpersonal skills, with a demonstrated ability to work with a diverse student population and campus community
Demonstrated ability to exercise independent judgment and make sound decisions in complex situations with minimal supervision
Experience working in higher education environment, preferred

POSITION SENSITIVITY

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds. 

MANDATED REPORTING REQUIREMENT

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect. 

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.

http://www.calstate.edu/EO/EO-1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest.