Outreach Events and Fulfillment Center Coordinator

Job Description:

Outreach Events and Fulfillment Center Coordinator

Description

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,598.00 per month to $6,458.00 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.

Classification

Administrative Analyst/Specialist, Exempt I

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

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.

Responsibilities

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.

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.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The person holding this position is considered a “mandated reporter” under the Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017, as a condition of employment.

Advertised: Mar 11 2025 Pacific Daylight Time
Applications close: Jul 11 2025 Pacific Daylight Time

Closing Date/Time: