Job no: 546612
Work type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

ABOUT THE POSITION

The Office of Student Outreach provides comprehensive services to prospective students and the members of the community-at-large who are seeking information or services from the University relative to outreach, recruitment and preadmission for the purpose of admission to the university.
Reporting to the Director of Student Outreach, the Outreach Events and Fulfillment Center Coordinator is responsible for planning and executing event related functions and overseeing the mailing and publication of all Outreach materials to prospective students and their families. The incumbent will provide high quality service for the department to prospective students, applicants, admitted students, their families, counselors and educators in the community. This position supports the efforts and goals of the Enrollment Management Department to promote Cal State East Bay awareness in designated market territories, promote the yield of admitted students, and engage with campus partners ensuring our clientele receives information about the vast university resources available.
This position will collaborate with campus partners to plan and execute virtual and in person events for both prospective and admitted students, and track metrics to make recommendations on future events. The incumbent is expected to be a team player who serves as a collaborative, flexible and well organized leader with excellent interpersonal communication skills and interactions with all constituencies. This position must exhibit a strong work ethic including punctuality and reliability as well as a professional demeanor and appearance.
The Outreach Events and Fulfillment Center Coordinator supports the coordination of overseeing a high volume of printed and electronic correspondence/publications annually for both prospective and admitted students. The Coordinator oversees student employees tasked with preparing mailings; oversees the periodic use of outside vendors for bulk mail preparation and fulfillment; provides promotional material support for recruitment counselors and events; sends promotional and informational bulk mail; and troubleshoots problems with the Office of Admission and relevant partners.

MINIMUM QUALIFICATIONS

• A Bachelor’s degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

REQUIRED QUALIFICATIONS

• Ability to quickly develop basic knowledge about Cal State East Bay and CSU admission policies and procedures in order to share with clientele.
• Ability to carry out complex assignments without detailed instruction.
• Ability to interact professionally and effectively, individually and in group settings, with campus/department programs and the general public including diverse students and their family members.
• Ability to reason logically, analyze, and define organizational and operating problems and implement appropriate responses.
• Strong organizational skills and ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations.
• Ability to work independently.
• Excellent written and verbal communication skills.
• Ability to work with PeopleSoft, e-mail, internet browsing software, Acrobat, MS Office Applications (including experience with budget templates), and social media outlets.
• Strong knowledge of student record privacy regulations under FERPA.
• Ability to reconcile complex work schedules & office needs.
• Ability to learn and effectively use document imaging systems, administrative computing/database systems and internet browsing software.

SPECIAL CONDITIONS, LICENSES AND PHYSICAL REQUIREMENTS

• Ability to lift boxes weighing up to 10 lbs.
• Ability to accommodate a flexible work schedule that includes some evening and weekend work.
• Must possess a valid CA driver’s license or have the ability to attain one.

Overall Responsibilities of the Position:

• Ensure that the expectations and goals of the department are being met in accordance with divisional and University enrollment goals; meet goals for quantity and type of events offered with ongoing assessment of quality and needs.
• Maintain and execute a high-volume annual event schedule and provide high quality services to designated clientele.
• Engage regularly with campus partners to promote availability of college life and student support services at events by way of meetings, committees, email and/or phone exchange.
• Oversee the daily functions of event activities including: communication/marketing creation and implementation, event web management, inventory, vendors and contracts, volunteers, space/venue logistics, travel logistics for partners and budget tracking.
• Recruit, train and oversee student staff/volunteers for event and fulfillment needs.
• Orchestrate all activities related to recruitment events; including post-event wrap-ups.
• Organize staffing for all events.
• Plan annual recruitment and yield events.

Plan, execute, and oversee all recruitment events for prospective, applicant, admitted students, their families, and counselors and educators in the community, under the direction/supervision of the Director of Student Outreach:

• Maintain a recruitment event calendar for long-range planning and preparation.
• Provide expertise and direction in the planning and execution of high-quality events and functions while ensuring that the priorities and presentation of Cal State East Bay are always reflected.
• Plan and organize all aspects of recruitment events including, but not limited to: Preview Day, Welcome Day for Admitted Students, WACAC College Fair, Counselor and Student Receptions, Information Sessions, Webinars, CSU Counselor Conferences (every 4 years), major specific open houses and large group trainings/meetings.
• Organize all aspects of events from conception to completion including, but not limited to: goals/objectives, detailed timelines and task lists, budgets, scheduling rooms/venues, staffing and assignments, logistics, fire marshal approvals, transportation, custodial, catering/hospitality, decor, entertainment, supplies and promotional items needed, evaluation and final reports, and researching venues.
• Conduct briefings and/or regular meetings with the Director and Events & Communications Team, students and volunteers as needed, debriefings with key constituents.
• Coordinate program materials with campus partners.
• Work with the Outreach Team and Campus partners/community to staff all events.
• Coordinate and communicate regularly with vendors to ensure catering, hospitality and decor, or other contractual needs are provided as specified.
• Monitor event responses and reservations, ensure appropriate staff/students know event details to help field questions and serve as the primary contact to all event related questions.
• In collaboration with the Events & Communications Team to assist with coordinating presenters, participants and guest speakers as needed. Ensure the campus community is aware of relevant events for their planning purposes.
• Collaborate with the Events & Communications Team to strategize and plan for the following recruitment cycle based on reviewal of events
• Monitor event attendance via online data forms and inform key constituents for planning purposes.

Coordinate and oversee all printed communications for prospective and admitted students for the purpose of yielding new students:

• Administer daily printing, preparation, and mailing of all correspondence to ensure accuracy and efficiency, and lead student assistants in this effort
• Oversee the inventory and distribution of publications, packets, brochures and other printed information for special on and off-campus recruitment events.
• With the assistance of student workers (and staff as needed), prepare, package and ship (if needed) materials for college fairs, recruitment events, Welcome Center, Concord campus, etc. - prior to and during peak travel/recruitment season.
• Monitor and track inventory of publications and marketing supplies to ensure that the most up to date items are in possession.
• Develop a tracking and reporting system to collect quarterly and annual data to assess output.
• Administer systems and processes for mail generation and mail generation tracking for reporting purposes; seek out ways to improve processes to ensure that the fulfillment center area is operating at its fullest potential.
• Responsible for the creation and mailing of all events’ flyers, invitations, and brochures.
• Collaborate with on-campus printing services and off-campus vendors to send bulk mailings.
• As appropriate and as requested, arrange for publications and mailings to be sent to students from the Office of the President, Office of Student Affairs and Student Services departments within the Academic departments, Testing Office, Student Financials, Admissions, Records, Financial Aid and other similar on-campus departments.
• Send quarterly probation and disqualification notices to continuing students on behalf of Records.
• Assist with set-up and generating of PeopleSoft Recruitment letters.
• Request orders from Reprographics on campus and relevant vendors as needed for materials/packet preparation.
• Oversee the requests from internal and external staff such as responding to inquiries from schools and educational organizations and supply informational materials as requested.
• Anticipate recruitment needs and coordinate with vendors and Receiving to ensure that sufficient amounts of materials are in stock.

Other duties as assigned.