Coordinator of Licensing and Marketing

Apply Here

San Marcos, CA

Job Title: Coordinator of Licensing and Marketing

Location: California State University San Marcos

Reports to: Assistant Director of Licensing and Marketing

Salary: $55,000.00-$60,000.00 per year

FLSA Status: Exempt


The Coordinator of Licensing and Marketing (CLM) assists with all licensing, marketing, and renewal activities for assigned residential property including tours and is familiar with rates and the licensing process. Duties include but are not limited to data entry, file creation and management and project-based work.

In addition, the team member will oversee front desk responsibilities. Duties include but are not limited to greeting visitors, answering and directing telephone calls, processing mail, and performing other clerical tasks such as typing, filing and copying. Assists with conferences and reserving space. Directly supervises Desk Assistants, coordinates desk schedule, and provides coverage as needed. CLM works under the direct supervision of the Assistant Director of Licensing and Marketing.

Essential Duties and Responsibilities

Licensing & Marketing Essential Duties and Responsibilities

  • Provides information and publications about licensing, renewing, license cancellation, and other occupancy issues to callers and on-site visitors.
  • Assists with all licensing events including information session presentations, open house tours, special program nights, new student orientation, and Cougar Blue Day.
  • Assists with all marketing efforts including assisting with social media management
  • Receives payments and issues receipts
  • Answers basic account questions from residents
  • Assists with all move-in and move-out procedures
  • Assists with posting and executing payments as they relate to licensing and other fees
  • Participate in cross-property training to be able to assist when needed

Front Desk Duties and Responsibilities

  • Enters all new resident information into spreadsheets and databases as required
  • Reads, responds to and/or forwards messages in multiple email accounts
  • Assists with resident mailings such as move-in letters, renewal confirmations, and move-out letters
  • Creates and maintains new resident files with attention to accuracy and accountability
  • Supervises 6-10 Desk Assistants
  • Creates and manages resident files
  • Assists with AR/AP by purchasing and reconciling bills received from vendors
  • Provides coverage for front desk when necessary
  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable
  • Answers questions about organization and provides callers with address, directions, and other information
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel
  • Monitors visitor access
  • Receives, sorts, and routes mail; checks in student mail and contacts students
  • Processes outgoing/incoming mail
  • Conducts key audits
  • Maintains basic office equipment, such as copiers and faxes, including arranging for service and assists users with the equipment
  • Sends faxes as well as retrieves and routes incoming faxes
  • Operates computer terminal to input and retrieve data
  • Operates office machines such as computers, adding, calculating, and copiers
  • Orders, receives, and maintains office supplies
  • Creates and prints/orders office forms, marketing material and other documents ensuring ample supply is always available
  • Performs other clerical duties as needed, such as filing, room checks, and phone calls
  • Ensures office is tidy and well organized
  • Projects a customer focused and professional image through in-person, online and telephone interaction with all internal and external customers
  • Participate in cross-property training to be able to assist when needed
  • Other duties as assigned

Work Hours:
The position requires a regular workday (8:00am to 5:00pm, Monday through Friday) with additional responsibilities in the evenings and weekends during high volume periods such as move-in, move-out, turn, and leasing events.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.

Education/Experience/Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Problem Solving – Identifies and resolves problems in a timely manner
  • Technical Skills – Pursues training and development opportunities
  • Customer Service – Responds promptly to customer needs; responds to requests for service and assistance; meets commitments
  • Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things
  • Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions
  • Written Communication – Writes clearly and informatively; edits work for spelling and grammar
  • Teamwork – Gives and welcomes feedback; contributes to building a positive team spirit. Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness. Cost Consciousness – Conserves organizational resources
  • Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment- free environment
  • Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
  • Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values
  • Judgment – Exhibits sound and accurate judgment; includes appropriate people in decision-making process
  • Planning/Organizing – Prioritizes and plans work activities; uses time efficiently. Professionalism – Approaches others in a tactful manner; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.
  • Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; monitors own work to ensure quality
  • Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly. Attendance/Punctuality – Is consistently at work and on time.
  • Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative – Volunteers readily; asks for and offers help when needed.

Preferred Education and/or Experience

  • Bachelor’s degree and two to three years of clerical experience.
  • Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one- on-one and small group situations to customers, clients, and other employees of the organization.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel and Outlook.
  • Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.

Other Information

Competitive benefits package including health benefits, dental benefits, vision coverage, and 401K

Applicants must be able to pass a pre-employment background check and drug screening.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.