Event Conference Planner I

CSU Careers•Turlock, CA

About The Position

Classified as: Event Conference Planner I Part-time temporary position available on or after June 1, 2026 through June 1, 2027 for Fundraising and Special Events. Appointment will be made for 1 year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance. This position’s responsibilities are carried out under direct supervision. The incumbent is responsible for supporting campus wide fundraising and event planning, coordination, and execution of events and conferences, performing routine assignments in accordance with established guidelines, standard practices, and university policies to ensure successful event implementation. The incumbent assists throughout the event cycle, including planning support, on-site coordination, and post-event follow-up, and provides administrative and financial support functions related to event operations, including processing documentation, maintaining records, and supporting purchasing and budget activities. This position will also collaborate with vendors, campus partners, guests and stakeholders

Requirements

Equivalent to a bachelor’s degree in a related field.
Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
General professional knowledge of events and conference planning and management.
Demonstrated communication and interpersonal skills to collaborate effectively with internal and external stakeholders and event attendees.
Skill in following guidelines and providing input and feedback as required and applicable.
Ability to work both independently as well as part of a team, with a customer and stakeholder service-oriented approach.
Flexibility to adapt to changing priorities and deadlines.
Analytical and math skills to complete research and coordinate and reconcile financial accounts.
Organizational skills to plan, organize, and prioritize work.
Computer skills to appropriately use technology and relevant software packages as required.
Valid California driver’s License.

Nice To Haves

Prior experience in a CSU or higher education setting.
One (1) year of direct customer service experience in related setting, such as event, conference planning, sales or related area.
Prior experience with event contracts, leases, direct pay and reconciliation.
Prior experience developing or working with event layouts, diagrams, or floor plans to support event setup and space planning (e.g., Social Tables, Cvent Diagramming, or similar).
One (1) year of experience with donors, stakeholders, and event attendees.
Prior experience using event management or scheduling systems (e.g., 25Live, EMS, procurement or similar) to coordinate events, maintain records, and track logistics.
Prior experience supporting event logistics and on-site coordination, including setup, vendor coordination, attendee support, and fundraising event execution.
One (1) year of experience coordinating events, conferences, or fundraising activities, including planning and execution support.

Responsibilities

Assist with planning, coordinating, and executing events and conferences by following established guidelines, policies, and standard practices.
Support coordination of event logistics including facilities, equipment, scheduling, staffing, and event components.
Coordinate event setup and tear-down activities.
Assist with logistical arrangements such as vendor access, security coordination, parking, and site requirements.
Support the development and maintenance of event timelines and schedules as assigned.
Participate in pre-event, day-of-event, and post-event activities.
Provide on-site event support to help ensure smooth operations and a positive attendee experience.
Develop working knowledge of event planning terminology, processes, and related policies and procedures.
Consult with more senior events and conference professionals regarding complex or unusual situations
Routinely interact with internal and external stakeholders, vendors, speakers, and attendees to support event execution.
Communicate event details and logistical needs in accordance with established guidelines and instructions.
Coordinate routine speaker and attendee logistics, including accommodations, transportation, and special requirements as assigned.
Respond to questions by applying established policies and standard procedures.
Provide work direction to volunteers, student employees, and event support staff as assigned.
Maintain professional and service-oriented interactions to support positive stakeholder relationships.
Gather and compile data to support budget development, vendor or venue selection, and event planning activities.
Assist with tracking event expenses and reconciling financial records in accordance with established guidelines.
Provide regular updates and information to support budget monitoring as assigned.
Support post-event evaluations by collecting feedback from attendees, stakeholders, and staff.
Compile event data and assist in preparing post-event summaries or reports.
Identify and communicate routine issues or areas for improvement to more senior staff.
Prepare and coordinate distribution of event and promotional materials including programs, signage, invitations, communications, and feedback surveys.
Support event promotion efforts using established communication channels such as websites, email, and social media.
Assist with implementing and maintaining event registration processes, including use of online systems.
Maintain attendee databases and scheduling systems to ensure accurate event information.
Prepare and process event-related documentation including invoices, work orders, requisitions, and related paperwork.
Maintain organized event files, records, and documentation in accordance with established procedures.
May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
At the direction of appropriate administrator, may provide support to other areas as needed.
Other duties as assigned.