California State University is hiring: Communication & Event Specialist in Pomon

Type of Appointment: Full Time, Probationary
Job Classification: Mar Comm Professional I
Anticipated Hiring Range: Up to $4,570 max
Work Schedule: Monday - Friday 8:00 a.m. - 5:00 p.m.

THE DEPARTMENT

The mission of the College of Engineering is to educate engineers and technologists to meet increasingly complex technical and socioeconomic challenges. The College of Engineering provides study opportunities to more than 4,700 undergraduate and graduate students in seven engineering departments, offering eleven programs leading to Bachelor of Science degrees in Aerospace, Chemical, Civil, Electrical, Industrial, Manufacturing, Mechanical, Engineering Technology, Construction Engineering Technology, and Electrical and Computer Engineering Technology. In addition, the graduate division offers programs leading to Master of Science degrees in Civil Engineering, Electrical Engineering, Engineering Management, and Mechanical Engineering. The undergraduate curricula are accredited by the Engineering Accreditation Commission or the Technology Accreditation Commission of ABET, Inc. (Accreditation Board for Engineering and Technology).

DUTIES AND RESPONSIBILITIES

Communications Project & Communication Collaboration

• Contribute to developing, maintaining, and executing a communications calendar to ensure timely and high-quality delivery of messages.
• Help develop and maintain a project tracking system to monitor schedules and meet deadlines.
• Collaborate and assist with communication and marketing efforts for college-wide events, ensuring alignment across stakeholders, and application of a wide variety of policies and procedures relating to and impacting the college.

Web & Digital Content

• Independently update and create web pages for the College of Engineering using the university's CMS platform.
• Manage the College's Social media presence, including weekly content planning and posting to Instagram.
• Contribute to content creation, including newsletters, publications, and marketing messaging for various audiences, including current and prospective students, alumni, industry representatives, and current and prospective donors.

Data & Reporting

• Collect, interpret, and present data on enrollment, admissions, and graduation rates for annual surveys and reports.
• Apply research and statistical methods to generate actionable insights and present findings in reports, dashboards, and presentations for leadership decision-making.

Outreach & Engagement

• Strategically draft and distribute event communications (invitations, reminders, thank-you notes) to strengthen relationships with internal and external stakeholders.
• Maintain email lists and provide timely updates to faculty, staff, students, and external guests.
• Respond to general inquiries directed to the College of Engineering, ensuring accurate and professional communication.
• Provide guidance and support to student-led programs and initiatives, including the Deans' Student Advisory Board, fostering leadership development and enhancing student engagement with College priorities.

Events & External Relations Event Planning & Logistics

• Help lead and coordinate the planning and execution of large, high-profile College-wide events that engage faculty, staff, students, alumni, and industry partners, ensuring alignment with College priorities and strategic goals.
• Contribute to the coordination of event logistics, including space reservations, catering, AV/tech requests, parking, and equipment setup. Utilize high-level technical skills and independent professional judgment to develop and implement online/web-based methods for College event planning and registration.
• Prepare event materials (agendas, flyers, name tags, signage, programs, certificates), that reinforce the College's brand and enhance participant engagement.
• Track RSVPs, manage guest lists, and organize seating assignments as needed to optimize networking opportunities and VIP experiences.
• Contribute to vendor coordination for catering, rentals, and special services, ensuring quality, cost-effectiveness, and compliance.
• Collaborate with developing strategies for volunteer engagement, including recruitment, training, and scheduling, to maximize participation and event success.

Event Day Support

• Serve as a point of contact for event setup, check-in, hospitality, signage, and troubleshooting.
• Provide on-site support for VIPs, faculty, and student participants, resolving issues with discretion and professionalism.
• Ensure smooth event flow by coordinating with facilities and technology staff. Anticipate challenges and contribute to contingency plans to ensure smooth event operations.
• Signature events and programs include but are not limited to: Student Advisory Board trainings and meetings, general engineering tours, ENGx Talks and Distinguished Lecturer Series, Movie in the Meadow, University Preview Day & Open house, Holiday Mixer, Power of Food, Engineering Project Symposium & Showcase, Faculty & Staff Awards, Valedictorian Dinner, and Commencement. Recordkeeping & Follow-up
• Maintain accurate event records, attendance data, and post-event documentation for reporting and analysis. Organize event photos, promotional materials, and documentation.
• Conduct post-event assessments, leveraging data and feedback to evaluate effectiveness and recommend improvements for future programs.
• Support budget tracking and invoice processing as needed.
• Use professional expertise to monitor and prepare reports on College events.

QUALIFICATIONS

• Bachelor's Degree - in related field. Relevant education and/or experience that demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• Relevant education and/or experience that demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• General knowledge of marketing, branding, and/or communications, and/or public relations. General knowledge of applicable copyright and other laws pertaining to written materials, news media, and confidentiality. Ability to appropriately handle sensitive and confidential information. General knowledge and understanding of media outlets, including print, television, and radio. Ability to work with the media for the coverage of events. Skill in following guidelines and providing input and feedback. Strong communication and interpersonal skills to work effectively in a diverse environment. Ability to analyze information and data and use reasoning to summarize into clear and succinct statements. Ability to work independently and as part of a team, and build relationships with diverse stakeholders. Flexibility to adapt to changing priorities and deadlines. Organizational skills to plan, organize, and prioritize work. Computer skills to appropriately use technology and relevant software packages as required.

PREFERRED QUALIFICATIONS

• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Excellent written and oral communication skills, as well as critical thinking and research skills.
• Previous experience recommending and implementing technological solutions for communications, event planning, registrations, data collection, analysis, and reporting.
• Expertise in using data systems and complex analysis software, such as pivot tables within Excel.
• Expertise in using online/web-based applications for event planning and registration.
• Experience with developing FileMaker or similar database applications.
• Previous experience in a higher education environment preferred.
• Bachelor’s degree in communications, marketing, public relations, event management, or related field.
• 2–4 years of professional experience in communications and/or event planning (higher education experience preferred).
• Strong writing, editing, and digital content creation skills.
• Experience managing social media platforms and content management systems.
• Excellent organizational skills with the ability to manage multiple projects simultaneously.
• Strong interpersonal skills with the ability to work collaboratively with diverse stakeholders.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the (UNION) bargaining unit (UNIT). The CSU Classification Standards for this position are located on CSU Classification Standards website. The CSU Salary Schedule is located on CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $X,XXX and maximum $X,XXX per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving record based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to Authorized University Driver Policy.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to Conflict of Interest policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.