Event Specialist (Event Conference Planner II)

San Diego State University • San Diego, CA

4d • $4,617 - $6,727 • Hybrid

About The Position

San Diego State University is seeking an Event Specialist to support the planning, coordination, and execution of commencement, presidential events, and major university ceremonies, with a primary focus on commencement operations. The role coordinates graduate participation and ceremony logistics, staffing, rehearsals, and on-site execution in collaboration with academic colleges, Graduate Studies, campus departments, vendors, and volunteers.

Responsibilities also include supporting Graduate Studies ceremonies and Outstanding Graduate receptions, preparing event communications and operational materials, and coordinating volunteers, venues, vendors, supplies, and production needs. The position supports presidential events and other major university ceremonies throughout the year.

This is a full-time, benefits-eligible, permanent/probationary position. Standard hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., with occasional evenings, weekends, and other work outside normal business hours required to support events and departmental needs. The position may telecommute up to four days per week after an on-site training period. It is exempt under the FLSA and not eligible for overtime compensation.

Requirements

• Bachelor's degree in a related field and two years of relevant experience. Additional experience demonstrating acquired and successfully applied knowledge and abilities may substitute for the required education on a year-for-year basis; an advanced degree in a related field may substitute for required experience on a year-for-year basis.
• Knowledge of professional event planning and production principles, practices, and techniques, including planning, scheduling, logistics, staffing, vendor coordination, and on-site execution.
• Strong attention to detail and demonstrated ability to independently coordinate multiple event workstreams, priorities, and deadlines and anticipate and address operational issues.
• Strong written and verbal communication skills and ability to serve as an effective operational liaison with campus departments, academic units, venues, vendors, volunteers, and other internal and external partners.
• Ability to coordinate volunteer recruitment, scheduling, training, and on-site assignments and provide lead work direction to volunteers and temporary event personnel.
• Ability to learn and effectively use commencement registration, name-reading, and related event or ceremony technology platforms.
• Strong computer skills, including Microsoft Office and Google Workspace.
• Ability to coordinate event vendors, purchasing, inventory, and production logistics within established university procedures.
• Valid California Driver’s License or ability to obtain one within 30 days of hire.
• Must be authorized to work in the United States on a full-time basis.
• Must satisfactorily complete a background check, including a criminal records check.

Nice To Haves

• Experience planning and producing large-scale, complex, or high-visibility events involving multiple stakeholders, vendors, schedules, and operational workstreams.
• Experience working in higher education, government, nonprofit, institutional, or similarly structured environments.
• Experience coordinating volunteers, student employees, temporary event personnel, or other event staff, including assignments, training, and on-site direction.
• Experience developing event timelines, run-of-show documents, staffing plans, registration processes, or using event and ceremony technology platforms.

Responsibilities

• Coordinate graduate assembly, line-up, processional logistics, and other operational aspects of SDSU commencement ceremonies.
• Plan and coordinate undergraduate and graduate Outstanding Graduate receptions from preparation through on-site execution.
• Develop event timelines, staffing plans, checklists, signage, and operational materials.
• Support ceremony registration, graduate check-in, name-reading technology, rehearsals, and on-site troubleshooting.
• Coordinate ceremony participation and logistics with academic colleges, Graduate Studies, and campus partners.
• Support Graduate Studies ceremonies, including faculty participation, hooding procedures, platform arrangements, and processional coordination.
• Prepare event communications, participant instructions, and planning materials.
• Track deadlines, deliverables, and operational details across multiple ceremonies.
• Coordinate volunteer recruitment, scheduling, training, assignments, and on-site staffing.
• Work with venues and vendors on staging, photography, livestreaming, equipment, and production needs.
• Coordinate event supplies, purchasing, inventory, and related logistics.
• Resolve operational issues during events to support smooth execution.
• Support planning and execution of presidential events and other major university ceremonies throughout the year.
• Develop event timelines, production documents, and logistical plans for assigned events.
• Collaborate with university departments and event partners to support successful event execution.
• Provide lead work direction to volunteers and temporary event personnel.

Benefits

• 15 paid holidays, vacation, and sick leave.
• CalPERS pension plan with retiree healthcare and 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.
• Optional FlexCash, life and disability insurance, legal plans, and pet plans.
• Access to the library, campus events, employee groups, and volunteer and social activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level