Position Summary: The Marketing, Communication \& Enrollment (MCE) department supports Concordia University Irvine's mission by promoting student recruitment, university communication, brand awareness and coherence, and enrollment operations. The Administrative Coordinator provides administrative, project, and logistical support to the Vice President of Marketing, Communication \& Enrollment, and the entire MCE department, enabling efficient daily operations and timely execution of department initiatives.
Role: The Coordinator of Marketing, Communication \& Enrollment oversees office operations and provides department\-wide coordination for projects, schedules, budgets, and logistics. The incumbent will work collaboratively with department leadership and staff, represent the Vice President and Associate/Assistant Vice Presidents as appropriate, and coordinate cross\-campus requests with other departments and university partners.
Essential Duties and Responsibilities include:
To perform this job successfully, an individual must be able to accomplish each of the below duties satisfactorily:
- Coordinate day\-to\-day operations of the Office of the Vice President, including review and prioritization of incoming requests, independently resolving or routing items, and limiting matters requiring the Vice President's direct attention.
- Provide comprehensive project coordination and basic project management support across MCE projects: develop and maintain timelines, track deliverables, coordinate stakeholder meetings, and monitor follow\-up/action items.
- Manage complex calendars and schedules for the Vice President and, as assigned, for other senior MCE staff; schedule meetings, prepare agendas, gather materials, and record/track meeting minutes and action items.
- Assist with budget and financial administrative tasks for the division, including soliciting and securing estimates and quotes, preparing and processing purchase orders, reviewing and routing invoices, reconciling and coding departmental credit card expenses, and budget tracking.
- Assist with coordinating photo and video shoots, including securing location(s), distributing, collecting, and filing consent forms, and obtaining student conduct checks.
- Coordinate travel and associated expense reporting for MCE staff and guests; assist with shipping materials and other logistics for conferencing; prepare travel itineraries and process reimbursements/advances per university policy.
- Serve as the central logistics coordinator for MCE events and activities (virtual and in\-person): venue booking, catering, A/V coordination, room reservations, signage, materials preparation, guest registration, and day\-of support.
- Coordinate logistics for university activities that require MCE support, working closely with the MCE department and other departments.
- Maintain and improve filing and information systems, document templates, and shared resource libraries to ensure consistent, accessible department records.
- Manage office supplies and vendor relationships for the MCE office; submit facilities and IT requests as needed and monitor completion.
- Act as primary receptionist/back\-up for the MCE suite when needed; supervise and train student employees supporting front\-desk or event operations.
- Assist with basic communications tasks as assigned (e.g., distribution lists, preparing standard correspondence, compiling reports, proofreading materials) while routing content requests to appropriate MCE team members.
- Represent the Vice President on designated internal committees and working groups; research topics and follow up on action items as directed.
- Perform other duties as assigned by the Vice President of Marketing, Communication \& Enrollment.
Education and/or Experience: Bachelor's degree from an accredited college or university preferred. Two years of administrative experience (or equivalent combination of education and experience) required; experience in a higher education setting, marketing, communication, or enrollment operations is a plus. Experience with basic budget processing, purchase orders, and expense reconciliation preferred.
Full Time Staff, Non\-Exempt
$25\.50\-27\.50/hr
Benefits: Health, vision, dental, and life insurance. Retirement plans with employer matching.