Community Events Specialist

San José State University•San Jose, CA

4d•$4,799 - $6,992•Onsite

About The Position

The College of Humanities and the Arts is seeking a Community Events Specialist to plan, coordinate, and support curricular programming, outreach, and community events. Reporting to the Director of Resources and Operations, the Community Events Specialist works collaboratively with faculty, staff, students, vendors, campus partners, community leaders, and external stakeholders to deliver high-quality events that advance the College’s mission, vision, and brand. This position will support events ranging from small receptions and dinners to large-scale gala events. Evening and weekend work may be required based on event schedules.

Requirements

Ability to handle multiple work priorities, organize and plan work and projects
Ability to perform accurately in a detail-oriented environment
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
General knowledge of University methods, procedures, and practices; English grammar, business writing, punctuation, and spelling
Ability to compose and appropriately format correspondence and reports
General knowledge of standard office technology and systems, and software applications such as word processing, spreadsheet, and database management
Ability to learn PeopleSoft and Oracle reporting systems and extract financial information from mainframe financial or student systems
Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the department
Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
Strong oral and written communication skills
Must possess excellent customer service and public relations skills
General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
A bachelor's degree and/or equivalent training
Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Nice To Haves

BA/BS related to disciples in H&A or business
Four (4) years of related experience in office management, event management, project management and customer service
Experience with computers, relational databases, and spreadsheets applications
Experience in the supervision and training of staff and familiarity with university policies and department procedures

Responsibilities

Plan and coordinate College outreach, artistic excellence, and community events from concept through completion, including timelines, budgets, vendors, locations, staffing, contracts, marketing, invitations, programs, and post-event evaluation
Process and track event-related purchases, payments, reimbursements, travel documents, budget allocations, and expenses in accordance with University and Tower Foundation policies
Collaborate with faculty, staff, vendors, Facilities Development and Operations, the Events Center, Purchasing, and other campus partners to ensure successful event execution and compliance with University regulations and risk management guidelines
Develop and coordinate event communications, marketing materials, website and social media content, guest lists, calendars, invitations, programs, reports, surveys, and post-event analyses
Hire, train, and supervise student assistants while providing administrative, project management, customer service, and budget support to College departments and programs