Coordinator, Public Relations - Weed, United States - College of the Siskiyous

Description

$ 4,271 TO $5,410 MONTHLY
$51,248 TO $64,920 ANNUALLY
12 MONTHS/40 HOURS PER WEEK POSITION

Under the direction of the Director of Public Relations & College Foundation, works and interacts with all levels of administration, management, staff, and the public throughout the organization; provides complex and diverse administrative support to the Public Relations and Foundation Office.

The incumbent applies independent judgement, decision-making, problem-solving, and technical expertise when performing the essential responsibilities of the position; the Coordinator ensures the day-to-day activities of the Public Relations & Foundation office are conducted with professionalism, discretion, and confidentiality.

Key Duties & Responsibilities


DISTINGUISHING CHARACTERISTICS:

The Coordinator, Public Relations & Foundation reports to the Director of Public Relations & College Foundation and interacts regularly with all areas and levels of administration, management, District Board of Trustees, Foundation Board of Directors, and external agencies and organizations.

The Coordinator exercises a high-level of independent judgement, decision-making, problem-solving, and technical expertise on a routine basis.

The incumbent in this classification must use discretion and confidentiality related to the sensitive nature of information received and disseminated on a day-to-day basis.

ESSENTIAL RESPONSIBILITIES
The following duties are typical for this classification.

Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Essential responsibilities are designated by *.

Serves as the primary support to the administrator or manager; performs highly specialized and technical administrative responsibilities related to the area of assignment.

Assists with creating and disseminating communications on behalf of the administrator or manager; oversees the day-to-day activities and workflow of the office.

Plans, coordinates, and organizes office activities and facilitates the coordination and execution of special events for the college and Foundation; ensures smooth and efficient office operations and related functions.

Tracks and monitors assigned budgets and account funds for income and expenditures; ensures expenditures do not exceed established budget allotments; prepares and revises accounting and budgetary data; reviews and reconciles assigned accounts.

Assists with budget development and preparation; updates and maintains financial and statistical records and files; prepares, processes, and codes purchase orders and invoices as assigned; arranges for billing and payments, as directed.

Extracts, gathers, and compiles data and information to prepare and generate a variety of records and reports for the Public Relations and Foundation Offices; coordinates and participates in various events, activities, and projects as assigned.

Creates, updates, and maintains records, files, file sharing, and filing systems.

Assists with creating, updating, editing, and proofreading various documents including but not limited to correspondence, communications, inter-office memoranda, bulletins, forms, fliers, newsletters, brochures, certificates, and handbooks to meet the needs of the Foundation, programs, and office.

Prepares various publications; generates and formats photographs, historical documentation, and marketing materials related to District, college, Foundation, and division events and/or activities; creates images and infographics for use on District and college digital and print media publications; updates assigned web pages as directed.

Coordinates and participates in a variety of meetings; prepares and disseminates meeting materials including meeting agendas and minutes; takes and transcribes meeting notes and attends to administrative details on behalf of committee members and/or participants.

Prepare and generate mandated reports; ensure reports are accurate and in compliance; submit to appropriate agencies according to required and established timelines.

Receives and greets visitors, including administrators, Board of Trustee members, Foundation Board members, management, staff, students, and the public; provides information and directs visitors to appropriate personnel.

Receives and responds to incoming calls and visitors expressing issues or concerns; exercises independent judgement to resolve issues as appropriate; escalates issues and/or concerns to management or administration, as needed.

Communicates with internal and external contacts and agencies to exchange or request information; responds to external requests for information and provides materials, as appropriate; receives, prepares, stores, and maintains confidentiality related to sensitive information pertaining to the college, students, and staff.

Trains, mentors, and provides work direction to student workers, student assistants, and short-term, temporary staff.
Performs related duties that support the overall objective of the position.

Minimum Qualifications


EDUCATION AND EXPERIENCE:
Associate Degree with coursework in Business Administration, Public Relations, Communications, or related discipline AND
Two (2) years of experience providing administrative support in public relations, special events, or related environment;
Or, any combination of education and experience which would provide the required qualifications for the position.

DESIRABLE QUALIFICATIONS
Experience working in an academic or higher education environment.

Other Details


KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:
District policies, procedures, rules, and regulations related to the area of assignment.
California Education Code related to the area of assignment.
Multimedia styles of communication and reporting including web-based presentation modes and electronic interactions for a variety of audiences.
Principles of marketing and public relations.
General functions, policies, rules, and regulations of a community college as well as non-profit agencies.
Organizational operations, principles, policies, procedures, and objectives.
General functions, policies, rules, and regulations of a community college.
Applicable codes, regulations, policies, procedures, and laws.
Family Educational Rights and Privacy Act (FERPA).
Effective communication skills, both verbally and in writing.
Basic elements of graphic design and publications.
Report preparation and generation.
Record-keeping, record and file retrieval, filing, file sharing, and filing systems methods and techniques.
Modern office practices, procedures, and equipment.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Personal computer use, software applications, and hardware peripherals used within the area of assignment.
Desktop publishing programs such as Photo Shop, InDesign, Illustrator, and Acrobat.
Mathematic calculations.
Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).


Ability to:
Independently perform the essential responsibilities of the position.
Learn, interpret, and apply office policies, procedures, rules, and regulations related to the area of assignment.
Maintain security and confidentiality of specified records and information.
Meet and greet the public, students, and staff in a friendly and cooperative manner.
Use discretion and confidentiality during the course of work.
Perform specialized administrative responsibilities to support the area of assignment.
Apply research and evaluation techniques for college marketing and legislative needs.
Plan, coordinate, organize, and prioritize workload to meet timelines.
Coordinate flow of communications and information as needed.
Generate and prepare comprehensive reports related to the area of assignment.
Compose effective correspondence.
Take and transcribe materials including but not limited to minutes and correspondence.
Type or input data at an acceptable rate of speed.
Use a digital camera (DSLR) to take a variety of photos (action, still, portrait, etc.)
Use social media platforms such as Facebook, Instagram, Twitter, YouTube, Snap Chat, etc.
Demonstrate excellent public and human relations skills and techniques.
Maintain a variety of complete, comprehensive records, logs, and files.
Maintain financial and donor records, files, and databases.
Analyze situations accurately and adopt an effective course of action.
Prepare clear, concise, and accurate reports, correspondence and other written materials.
Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
Utilize a computer to input and/or extract data, maintain automated records, and generate computerized reports.
Communicate effectively both verbally and in writing.
Determine appropriate action within clearly defined guidelines.
Plan, organize, and prioritize workload to meet schedules and timelines.
Demonstrate sensitivity to a diverse multicultural and multiethnic environment.
Establish and maintain cooperative and effective working relationships with others during the course of work.


LICENSES AND OTHER REQUIREMENTS

May be required to possess or demonstration an ability to obtain, a valid driver license, if driving in required as an essential responsibility of the position.

May be required to travel for various off-site meetings, trainings, conferences, workshops, and/or events in support of the overall objective of the position.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this class.

Physical Demands

While performing the duties of this classification, employees are regularly required to sit or stand for extended periods of time; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms.

Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors and the ability to adjust focus.

Employees are frequently required to walk and stand and occasionally lift up to 25 pounds.

Mental Demands

While performing the duties of this classification, incumbents are regularly required to use written and oral communication skills; read and interpret data information, and documents; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; use math and/or mathematical reasoning; perform highly detailed work under changing intensive deadlines on multiple, concurrent tasks; and interact with District administration, management, staff, students, vendors, the public, elected officials, and others encountered in the course of work, some of whom may be dissatisfied or disruptive.

Work Environment

The work environment described herein are representative of those an employee encounters while performing the essential functions of this classification.

Incumbents in this classification may encounter frequent interruptions by college personnel, students, and the public.

Employees work under typical office conditions, with constant interruptions; noise levels may vary depending on activities of the office, division, or department.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Americans with Disabilities Act (ADA) requires us to identify the essential (*) duties/functions of the position. We have indicated those duties with a (*) on the job description.


BENEFITS
The District offers a competitive benefits package including medical, dental, and vision coverage to employees and qualified dependents. In addition, the District provides vacation, sick leave, and paid holidays. The employee participates in CalPERS through District and employee contributions.


SELECTION PROCESS

After the preliminary screening, selected candidates will be invited to the campus for an initial interview with the Search Committee.

Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. The Search Committee will recommend finalists to the Superintendent/President for a final interview.

The District reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

CONDITIONS OF EMPLOYMENT
Employees must satisfy all the pre-employment requirements prior to appointment that include, but are not limited to, tuberculosis clearance (EC , fingerprint processing, and verification of their legal right to work in the United States. A pre-employment physical examination may be required.

Applicants requiring reasonable accommodations in completing the application or interview process must notify the Human Resources Office in advance.

College of the Siskiyous is an equal opportunity employer.

The policy of the District is to encourage applications from ethnic and racial minorities, women, persons with disabilities and Vietnam-era veterans.

No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam-era veteran, ancestry or political or organizational affiliation.

College of the Siskiyous is accredited by the Accrediting commission for Community and Junior Colleges of the Western Association of Schools and Colleges.