Communication & Event Specialist

Job Details•Pomona, CA

About The Position

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).

Requirements

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.

Nice To Haves

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.

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.