Event Coordinator (Events and Conference Planner II)
About The Position
The College of Arts and Letters is seeking an Event Coordinator to independently plan and execute a diverse portfolio of college events that support academic, development, and community engagement priorities. From donor and alumni gatherings to lectures, conferences, symposia, recognition programs, and other special events, this position takes ownership of assigned events from initial concept and planning through on-site execution and post-event follow-up. Working as a central resource within the Dean’s Office, the Event Coordinator partners with college leadership, development and communications teams, academic units, campus partners, vendors, and external stakeholders. The role requires strong professional judgment, organization, and attention to detail, along with the ability to anticipate operational needs, manage competing priorities, and independently resolve issues while keeping leadership informed of significant changes, risks, and decisions.
Requirements
- Bachelor's degree in a related field and two years of relevant experience.
- Experience planning events in a higher education, academic, nonprofit, or advancement/development environment.
- Familiarity with accounting, budgeting, purchasing, and financial systems used within a university or similarly complex organization.
- Experience coordinating catering services, including adherence to institutional policies and procedures, menu development, and staffing arrangements.
- Experience collaborating with diverse and complex stakeholder groups within a university environment, including senior leadership, administrators, faculty, students, and staff.
- Proficiency in navigating venue reservations, facilities coordination, and event logistics within a university or large organizational setting.
- Experience supporting donor cultivation, stewardship, alumni engagement, or similar relationship-building events.
- Experience coordinating events of varying sizes and complexity, from small gatherings to large-scale events.
- Experience working in a public-sector, public-facing, or unionized environment.
- Experience developing standardized event-planning templates, toolkits, procedures, or process documentation.
- Familiarity with ADA requirements and accessibility best practices related to event planning.
- Experience collaborating with marketing or communications teams to develop and implement event-promotion strategies.
Responsibilities
- Independently manage assigned events from concept through completion, developing timelines, run-of-show documents, task assignments, and detailed logistical plans to ensure successful execution.
- Coordinate venues, catering, audiovisual services, accessibility accommodations, facilities, parking, transportation, equipment, security, staffing, and external vendors based on the needs of each event.
- Partner with Development and University Relations on donor cultivation, stewardship, alumni engagement, and fundraising events, including guest management and donor/VIP protocols.
- Develop event budgets and cost estimates, monitor expenditures, and coordinate contracts, purchasing, payments, reimbursements, deposits, permits, insurance, and other required approvals.
- Serve as the operational lead during events, directing staff and vendors, monitoring event flow, troubleshooting issues, and making timely decisions to keep programs running smoothly.
- Serve as the central point of coordination for assigned events, maintaining clear communication with leadership, event sponsors, campus partners, vendors, and communications teams throughout the planning process.
- Ensure events align with university fiscal, procurement, accessibility, risk management, safety, and advancement requirements while evaluating outcomes and identifying opportunities to improve future events.
Benefits
- 15 paid holidays
- vacation
- sick leave
- CalPERS pension plan with retiree healthcare
- reciprocal agreements with other California public retirement systems, including the UC
- Medical, dental, and vision options at low or no cost
- CSU tuition fee waiver for employees and eligible dependents
- FlexCash
- life and disability insurance
- legal and pet plans
- Access to the library, campus events, employee groups, and volunteer and social activities
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
