Event Specialist (Event Conference Planner II)

San Diego State University • San Diego, CA

3d • Hybrid

About The Position

San Diego State University is hiring 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 position works with academic colleges, Graduate Studies, campus departments, venues, vendors, volunteers, and other partners to coordinate ceremony participation, graduate logistics, staffing, rehearsals, production needs, and on-site execution.

Responsibilities include coordinating graduate assembly, line-up, processional logistics, receptions, registration, check-in, name-reading technology, and ceremony troubleshooting; supporting Graduate Studies ceremonies and presidential events; preparing timelines, staffing plans, checklists, signage, participant communications, and production documents; and coordinating volunteers, vendors, supplies, purchasing, inventory, and event technology. The role also tracks deadlines and deliverables across multiple events and resolves operational issues to help ensure successful execution.

This is a permanent/probationary, full-time (1.0 time-base), benefits-eligible position. Standard hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., with occasional evenings, weekends, and work outside normal business hours required to support events and departmental needs. The position is eligible for telecommuting up to four days per week after a training period requiring on-site presence. It is exempt under the FLSA and is not eligible for overtime.

The required education and experience are a bachelor's degree in a related field and two years of relevant experience. Additional relevant experience may substitute for the degree year for year; an advanced degree in a related field may substitute for required experience year for year. A valid California driver's license, or the ability to obtain one within 30 days of hire, is required. The CSU classification salary range is $4,617–$6,727 per month; initial placement is not expected to exceed Step 7 ($5,200 per month).

Requirements

• Bachelor's degree in a related field and two years of relevant experience; additional relevant experience may substitute for the required education on a year-for-year basis.
• An advanced degree in a related field may substitute for the 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 ability to independently coordinate multiple event workstreams, priorities, and deadlines and to anticipate and address operational issues.
• Strong written and verbal communication skills and ability to serve as an operational liaison with campus departments, academic units, venues, vendors, volunteers, and 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, and 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.

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.
• Experience in event planning, production, or coordination; large-scale events, ceremonies, or conferences; event logistics, staffing, and vendor coordination; volunteer or temporary event staff coordination; event registration, audiovisual, or production technology; higher education, commencement, or institutional events; or managing multiple priorities and resolving event-related challenges.

Responsibilities

• Coordinate graduate assembly and 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.
• Help resolve operational issues during events to ensure smooth execution.
• Support the 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.

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 coverage options at low or no cost.
• CSU tuition fee waiver for employees and eligible dependents.
• Optional FlexCash, life and disability insurance, legal 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