Admin Support Coordinator I

SDSU Research Foundation•San Diego, CA

18h•Onsite

About The Position

The SDSU Research Foundation (SDSURF), established in 1943, supports San Diego State University's research objectives by assisting faculty and staff in obtaining and administering funding for their research and sponsored programs. SDSU's achievement of its strategic plan goal of becoming an R1, premier public research university in early 2025 furthers discoveries, interventions, and solutions that improve communities and change the world. SDSURF provides comprehensive grants services throughout the entire lifecycle to support faculty and staff. Their vision is to cultivate a culture of creativity and collaboration, emphasizing integrity and respect for individuals, to deliver superior service aligned with the university's strategic aspirations. The Alumni Center is a vibrant, multi-space venue hosting over 200 events annually, including meetings, receptions, and university functions. This unit is dedicated to ensuring high-quality event operations and providing an exceptional experience for clients, guests, and campus partners. The Event Coordinator role is crucial in supporting the planning and execution of events at the Alumni Center by managing logistics, client communication, event setup/breakdown, and providing on-site operational support. This position collaborates closely with clients, vendors, and team members to ensure efficient event execution in line with Alumni Center and University standards. Reporting to the Association Director, the role demands strong organizational skills, sound judgment, attention to detail, and the ability to work both independently and collaboratively in a fast-paced setting. This is a regular, full-time position (40 hours per week) requiring flexibility to work evenings, weekends, holidays, and irregular hours based on event schedules.

Requirements

High school diploma or equivalent
4-years of progressively responsible experience in an office or administrative environment
Strong problem-solving abilities and sound judgment, especially in time-sensitive or high-pressure situations.
Excellent interpersonal and communication skills with the ability to work effectively with clients, vendors, colleagues, and university personnel.
Ability to manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines with minimal supervision.
Intermediate proficiency in Microsoft Office and Google Workspace.
Familiarity with event planning or project management tools and ability to learn new software programs.
Strong organizational skills, attention to detail, and time management abilities.
Ability to work effectively in a fast-paced and changing environment.
Self-motivated and able to work independently with minimal direction.
Ability to interpret and communicate policies and procedures.
Eagerness to learn and grow professionally.
Candidate must reside in California and live within a commutable distance from SDSU at time of hire.

Nice To Haves

Experience in hospitality, customer service, or an event-related environment preferred.
Experience coordinating and planning meetings, conferences, receptions, or similar events preferred.
Experience with basic audiovisual equipment preferred.

Responsibilities

Independently coordinate logistical aspects of events, prioritizing tasks and adjusting timelines as needed.
Assist in resolving planning and operational challenges in alignment with Alumni Center and University procedures.
Respond to event-day issues in real time using reasoning, judgment, and creativity to solve complex problems related to event coordination.
Address issues that arise during events to ensure all events run smoothly and meet or exceed client expectations.
Serve as the primary point of contact for internal and external event clients, ensuring effective communication and client satisfaction throughout the event process.
Offer high-level support for clients and guests by proactively anticipating needs and resolving issues in real time.
Conduct post-event follow-up to gather feedback and improve future events.
Provide on-site support during events to ensure logistics are in place and client expectations are met or exceeded.
Remain accountable for the overall success of each event by proactively managing issues and adapting in real time.
Deliver a seamless event experience from setup through breakdown.
Coordinate and assist with the physical setup and teardown of events based on event diagrams, arranging tables, chairs, staging, and equipment to meet event specifications.
Ensure all setups are safe, functional, and aligned with event plans, and that breakdown is completed efficiently and with care for venue equipment.
Perform regular physical labor including lifting, carrying, and standing for extended periods.
Foster a collaborative environment by coordinating closely with team members to ensure clear communication and seamless operations.
Provide guidance to part-time staff or student assistants during setup and execution as needed.
Coordinate with vendors, including catering, parking services, and custodial services, ensuring all event logistics are executed in alignment with event requirements.
Develop event layouts and diagrams to ensure optimal flow, functionality, and guest experience, collaborating with clients and vendors to translate event concepts into practical setups.
Set up and operate AV equipment, troubleshooting technical issues during events and ensuring client needs are met in coordination with available technical support.
Support special projects and collaborate on cross-functional event initiatives as needed to advance departmental goals.