Communication & Events Coordinator (Santa Clara)
Position Title:
Communication & Events Coordinator
Position Type:
Regular
Salary Range:
$24.17 – $27.78 per hour; commensurate with experience
Pay Frequency:
Hourly
Priority Review Date: January 9, 2023
A. Position Purpose
This position offers the opportunity for an enthusiastic, creative, and highly social individual to promote Santa Clara University Library’s events, services, and exhibits and to coordinate the Library’s advancement activities. The Communication and Events Coordinator designs, writes, and edits print, online, and social media content that engages the SCU community, particularly students, and increases the University Library’s visibility in enhancing teaching and learning. The coordinator implements and handles all logistics for events designed to enrich the intellectual, educational, and cultural life of the University. This position coordinates a variety of high-profile annual library events such as the fall Welcome Fest, the Broncos Read poster series, the Faculty New Publications Reception, and the State of the Library presentation. The coordinator collaborates with others on campus for one-time events such as author talks or panels. The coordinator develops and edits the Library’s twice-a-year newsletter. They also review requests for exhibits in library spaces and facilitate installation and receptions.
The Communication & Events Coordinator maintains relationships with staff in University Marketing and Communications (UMC) and the Development Office. Working with the Dean of the University Library the coordinator prepares and submits materials for the annual Day of Giving, assists with other fundraising appeals, and solicits lists of donors for mailings, emails, and donor cultivation and stewardship.
Reporting to the Dean, University Library, the Communication & Events Coordinator chairs the Library’s Marketing and Events Committee, and serves as a member of the Web Working Team.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Communication (45%)
1. Develops clear, concise, and compelling content for the library’s digital and print communication channels
2. Ensures consistent and effective messaging across all platforms
3. Writes, edits, and coordinates the development of promotional content for the library’s events and exhibits
4. Writes, edits, designs, and coordinates the creation of posters, signage, flyers, brochures, and other printed materials
5. Writes, edits, designs, and schedules regular email communications for internal and external audiences
6. Oversees content creation and editorial calendar for the library’s social media profiles, including Instagram, Twitter, Facebook, and YouTube
7. Develops, designs, and edits the library’s storytelling newsletter, which is distributed through print, email, and online
8. Maintains content on the library’s website using CMS tools
9. Coordinates print jobs with outside vendors
10. Assumes responsibility for deadlines and quality control throughout projects
11. Coordinates photography and videography of library activities with the assistance of student assistants, agencies, and vendors, and takes responsibility for digital asset management and sharing
12. Compiles event information for inclusion in reports and the State of the Library
13. Supervises 1-2 student assistants
Events Planning (40%)
1. Coordinates the logistical planning and implementation of regularly scheduled library events for the University and local community, such as the Library Welcome Fest open house, the Faculty New Publications reception, the State of the Library presentation, Literary Cuisine, and exhibit openings
2. Actively searches for opportunities to co-sponsor events with academic departments, faculty, and SCU-affiliated organizations
3. Collaborates with campus staff to host jointly presented programs
4. Maintains master library event calendar and exhibit calendar for the 2nd floor gallery spaces and minimizes scheduling conflicts
5. Suggests creative ideas for events consistent with the University’s mission and academic programs
6. Coordinates and implements finals week activities (3 times per year) that provide support to students, such as snack breaks, massages, and other activities
7. Works with campus catering, Media Services, and Facilities, and other campus support units as necessary to execute events
8. Collaborates with and assigns tasks for Marketing and Events Committee members and other staff who provide onsite support for events
9. Sends timely and effective communications about events to the campus community via email, social media, and other methods
10. Coordinates and assists with implementation of internal library events, such as all staff meetings, retreats, potlucks, welcome receptions, etc.
11. Develops annual event budget; tracks expenses and submits expense reports
12. Collects and analyzes data to assesses the success of marketing and events activities
Advancement/Fundraising (10%)
1. Coordinates with the Development Office and the Dean of the University Library on the annual Day of Giving
2. Prepares and submit required content for the Day of Giving
3. Requests reports on recent donations and donor information for mailings
4. Works with the Dean of the University Library on advancement messaging
Exhibit Coordination & Support (5%)
1. Coordinates the scheduling and installation of exhibits on the 2nd floor gallery walls
2., Receives and replies to exhibit proposals from the SCU community as well as outside groups; uses established guidelines to approve or reject exhibit proposals
3. Drafts and negotiates content for memos of understanding between the library and exhibit curators
4. Informs exhibit curators of preparation requirements and best practices for working with Facilities to install artwork using the Library’s gallery hanging system
Other duties as assigned.
C. PROVIDES WORK DIRECTION
● Directly supervises 1-2 student assistants
D. GENERAL GUIDELINES
1. Recommends initiatives and implements changes to improve quality and services
2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices
3. Maintains contact with library staff, university staff, and students, and solicits feedback for improved services
4. Maximizes productivity through use of appropriate tools
5. Researches and develops resources that create timely and efficient workflow
6. Prepares progress reports; informs supervisor of project status and deviation from goals; ensures completeness, accuracy and timeliness of all operational functions
7. Prepares and submits reports as requested and required
8. Develops and implements guidelines to support the functions of the unit
E. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
A. Required Qualifications
1. Bachelor’s degree
2. Experience writing for the web
3. Experience with graphic design for email, web, social media, and print
4. Administrative support experience, including planning, staffing, and/or promoting events 5. Excellent written and verbal communication skills
6. Excellent interpersonal, analytical, presentation, and editorial skills
7. Excellent organizational skills and attention to detail
8. Ability to interact successfully with many different constituencies
9. Ability to meet deadlines
10. Ability to work independently as well as part of a team
11. General understanding of and appreciation for an academic library and its function within a university community
12. Demonstrated commitment to and support for diversity and inclusion
13. Availability/flexible work schedule to manage occasional evening and weekend events.
B. Preferred Qualifications
1. Experience working in communications and/or marketing
2. Experience creating social media content for professional purposes
3. Knowledge of content marketing principles and best practices
4. Proficiency in graphic design programs such as Adobe InDesign, Photoshop, and Canva
5. Experience and/or aptitude for project management including leadership of a collaborative team
6. Experience supervising and/or overseeing the work of others
7. Experience working in a library (public or academic)
1. Knowledge
a. Experience planning, implementing, and/or promoting events
b. Experience and/or aptitude for designing, creating, and editing online and printed c. Promotional materials for email, web, social media, and digital displays
d. Experience writing for the web and with web authoring tools
e. Understanding of and appreciation for an academic library and its function within a university community
2. Skills
a. Demonstrated excellent written and verbal communication skills
b. Excellent interpersonal, analytical, presentation, and editorial skills
c. Excellent organizational and time management skills
3. Abilities
a. Ability to interact successfully with many different constituencies
b. Ability to work successfully in a deadline-oriented environment
c. Ability to work independently after initial training
4. Education
a. Bachelor’s degree
5. Years of Experience
a. Minimum 1-2 years relevant work experience
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its’ commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.
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