Public Affairs/Communications Specialist II
Office of Admissions
Apply Today! Open until filled. Application Screening Begins: March 12, 2018
Under the general supervision of the Director of Admissions and the day to day supervision of the Assistant Director of Recruitment, the Communication Analyst develops, plans and executes a comprehensive communications program for the Office of Admissions. The position coordinates online interactive marketing and assists with developing the recruitment and admissions website content; uses a variety of software programs and applications to develop, design and produce print materials and websites; and supports all communication responsibilities for Admissions. The Communication Analyst recommends improvements, enhancements and efficiencies in communication; manages all prospective, applicant and current student data as it relates to the successful development, implementation and production of multiple communications plans; and carries out day to day assignments that affect CSUMB enrollment goals.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Develops, organizes and edits content for print, email and web publications; edits and proofs materials in a complete, accurate and timely manner; works with University Marketing on layout and design of publications; assists in the design and production of recruitment and continuing student communication materials; monitors and adjusts content and design of recruitment and admissions website. Consults with faculty and academic administrators annually to write and present a description of their programs, majors, minors, and concentrations. Creates and maintains an organized communication plan that accommodates communication needs of multiple programs, goals and timelines. Manages admissions dashboard. Creates content, formats style; provides direction for standards; sets up configuration and implementation for all applicants supported through the admissions office through matriculation.
- Collaborates with the Director and other key Admissions staff members, to develop print and e-communication strategies on suspect, prospect, inquiry, applicant, accepted, confirmed and enrolled student levels. Develops systematic process for responding to electronic inquiries. Responds to inquiries on a daily basis. Provides ongoing communication with applicants regarding their status in the admissions process including admission acceptance-denial. Maintains ongoing communication with applicants after acceptance, through Orientation. Provides support for timely and accurate communication to continuing students regarding University processes and student requirements.
- Serves as the webmaster for all Admissions' websites and social media sites and will be responsible for all updates and edits to online information; and ensures that all online information meets CSU standards and compliance policies utilizing content mangement systems. Updates Admission’s website including: news stories, bloggers, costs, student support services, Hobsons links, FAQs, other features, and Admissions events information; i.e., registration process. Manages, reviews and updates social marketing websites. Develops an ongoing understanding of trends in social media and evolving online behavior in order to position the university to have an emerging and competitive online and social media strategy. Manages the various email accounts in the Office of Admissions. Maintains contact/referral list and includes data entry of prospective student information, as needed.
- Creates, maintains, and distributes recruitment and admissions statistical reports and Hyperion (or similar) reporting tools; and provides reporting templates to key staff and campus members. Creates and maintains job aids and documentation for communication systems and tasks; provides related training to admissions staff and students. Provides analytic recruitment, admissions and enrollment data and reports to the Director and other key staff members. Disseminates technical reports using CMS, Query Manager, Hyperion, and/or other reporting tools. Collaborates with Student Information Systems and Information Technology units to maintain current CMS data standards and consults on the use of CMS with other recruitment and communications software. Tests, implements and maintains data on various databases, including the CMS student information system, Hobson's Enrollment Management Technology software, and/or similar systems such as, Enrollment Management Action System (EMAS) recruitment system. Learns new software programs/systems as necessary.
- Supervises student assistants and temporary staff who will: respond to requests for printed information, prepare direct mailings, perform data entry, prepare and mail admissions information materials, and assist in admissions data entry. Monitors time sheets and requests for time off; sets performance standards and training guidelines; and performs annual evaluations as necessary. Monitors and identifies problems, investigates appropriate course or action and fixes issues for Office of Admissions computer programs (PeopleSoft, Hobsons, accept/deny letter program, CRM, etc.).
- Adjusts schedule as needed to meet admissions goals and deadlines, particularly during peak admissions processing seasons. Assists in coordinating programs with other campus departments. Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of: standard theories, practices, principles and techniques related to public affairs, media relations, and marketing; protocols and institutional etiquette related to public and media relations; media outlets including print, television, and radio; interview techniques and the ability to define and deliver media messages; market research, summary statistics as they relate to research, and related techniques; applicable copyright and other laws pertaining to written materials, news media and confidentiality; applicable software packages; basic web communication techniques, vehicles and formats.
Skills: Strong story development and journalistic writing skills, as well as advanced editorial skills. Strong photography skills. Strong interpersonal skills to develop and maintain relationships within the university and community and with the media as needed.
Ability to: Ability to keep abreast of public policy and public affairs issues; appropriately handle sensitive and confidential information; provide lead work direction. Ability to create and maintain relationships with key stakeholders across campus and advise them on university identity and style standards.
Knowledge of the fundamentals of public relations and/or media relations, and/or some exposure to marketing and marketing research. This background normally is obtained through a college degree, which includes relevant coursework in the field, and up to two years of or equivalent related professional or technical experience. In addition, strong written and verbal communication skills with a solid foundation in grammar, spelling, and the composition of various communication vehicles are essential to initial entry to this classification. Strong organizational skills, highly motivated and enjoys working in a fast-paced environment.
SPECIALIZED SKILLS REQUIRED:
Experience with spreadsheet, database, e-mail, publication and multimedia presentation software. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. Strong time management skills and the ability to maintain an enthusiastic, engaging presence on social media that will provide feedback to and produce an effect from the community.
Proficient in the use of MS Word, Excel, Hyperion (or similar), web-based applications, PeopleSoft, MeetingMaker, Communication Resource Management (CRM), or equivalent software package, and Social Media programs. Knowledge of enrollment management, California Education Code regulations, CSU Executive Orders, and Admissions & Records policies and procedures.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check)
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family
Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
This position is designated as a Campus Security Authority, will be required to participate in annual training, and to
immediately forward to University Police all reports of Clery Act crimes brought to their attention.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be
insurable under the University's liability coverage.
May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Anticipated hiring salary in the high $3,000's/month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R09. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
TENTATIVE RECRUITMENT TIMELINE:
Week of March 19 Zoom interviews
Week of March 26 Campus Interviews
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.