Commencement & Academic Affairs Events Planner

California State University, Bakersfield•Bakersfield, CA

1d•Onsite

About The Position

Under the general direction of the Provost and Vice President for Academic Affairs, the Commencement & Academic Affairs Events Planner serves as the university's lead planner and project manager for Commencement ceremonies, University Week, and other major institutional events and programs sponsored by Academic Affairs and the Provost's Office. The incumbent independently plans, develops, coordinates, implements, and evaluates large-scale, complex, and high-profile events that support university traditions, institutional priorities, academic initiatives, executive engagement, and strategic goals. The Commencement & Academic Affairs Events Planner provides advanced event management expertise and exercises independent judgment in coordinating all aspects of event planning and execution, including project management, stakeholder engagement, logistical operations, communications, vendor relations, budget administration, contract coordination, and event assessment. Working collaboratively with university leadership, faculty, staff, students, community partners, and external service providers, the incumbent ensures the successful delivery of events with significant institutional, financial, and reputational impact. The position serves as the primary liaison for major Academic Affairs and Provost-sponsored events, develops and implements event management procedures and operational strategies, provides lead work direction to staff, student assistants, volunteers, and vendors, and recommends process improvements to enhance operational effectiveness and the overall event experience. The incumbent operates with a high degree of independence, discretion, political acumen, and professionalism while managing multiple complex projects and supporting the achievement of university and Academic Affairs objectives.

Requirements

Equivalent to a bachelor's degree in a related area and four (4) years of relevant experience.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year-for-year basis.
An advanced degree in a related field may be substituted on a year-for-year basis.
Possession of a valid driver’s license or the ability to obtain by date of hire.
Regular and reliable attendance is required.
Advanced knowledge and understanding of event and conference planning and management principles, concepts, and best practices.
Demonstrated competence in independently applying advanced judgment to resolve difficult and complex problems and issues.
Advanced analytical and organizational skills to organize, prioritize and manage the successful completion of large or complex events/conferences within budget constraints.
Advanced interpersonal skills, including political acumen to build partnerships and communicate effectively across a large array of stakeholders.
Ability to effectively present ideas and successfully facilitate contract agreements.
Ability to effectively lead, train, and mentor the work of others.
Advanced skill to appropriately use technology and relevant event planning and management tools.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure.

Nice To Haves

Master's degree in Event Management, Hospitality Management, Public Administration, Business Administration, Higher Education Administration, Communications, Marketing, or a related field.
Professional certification in event management, meeting planning, project management, hospitality management, or a related field (e.g., CMP, CSEP, PMP).
Experience planning and managing large-scale commencement ceremonies, academic ceremonies, conferences, or university-wide events in a higher education environment.
Experience coordinating executive-level events and programs involving senior administrators, governing boards, elected officials, donors, community leaders, or other distinguished guests.
Experience managing complex event budgets, contract administration, procurement processes, and vendor negotiations.
Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Responsibilities

Serve as the university's lead planner and project manager for Commencement ceremonies, University Week, and other major institutional events, overseeing the comprehensive planning, coordination, and execution of high-profile programs that support university traditions, engagement, recognition, and strategic priorities.
Independently develop and manage master project plans, procedures, production timelines, event schedules, operational workflows, and implementation strategies to ensure successful execution of complex events and activities and ensure adherence to university traditions, executive expectations, and institutional standards.
Collaborate with Academic Affairs, Student Affairs & Strategic Enrollment Management, Facilities Management, Public Safety, Information Technology, Marketing and Communications, and other campus departments to coordinate event requirements, resources, and operational support.
Consult with campus leadership and event stakeholders to establish event objectives, themes, programming elements, ceremonial protocols, timelines, and resource requirements.
Coordinate all event logistics including venue preparation, staging, seating configurations, accessibility accommodations, audiovisual production, parking, transportation, security, emergency planning, registration processes, and crowd management.
Coordinate communications and logistics for faculty participants, student speakers, platform party members, honorary guests, dignitaries, volunteers, sponsors, community partners, and external stakeholders.
Oversee vendor selection and management for event-related services including audiovisual production, rentals, photography, printing, catering, transportation, entertainment, and other contracted services.
Coordinate event communications, invitations, promotional materials, signage, programs, participant registration, and event-related publications.
Monitor event readiness and serve as on-site event manager during major institutional events, resolving complex issues, implementing contingency plans, and ensuring successful event execution.
Build and maintain collaborative relationships with campus departments, community organizations, sponsors, vendors, and external partners to support event objectives and enhance participant experiences.
Assess event effectiveness through attendance data, stakeholder feedback, operational reviews, and performance metrics; prepare post-event evaluations and implement recommendations for continuous improvement.
Plan executive-level events, meetings, delegation visits, forums, conferences, recognition ceremonies, receptions, and special programs sponsored by Academic Affairs and/or the Provost's Office.
Consult with senior administrators to determine event objectives, protocols, audience engagement strategies, and logistical requirements.
Develop detailed project plans and coordinate all event components including facilities, catering, technology support, guest management, communications, and event production.
Support special projects and institutional initiatives assigned by the Provost, requiring independent planning, coordination, research, and implementation.
Maintain confidentiality and exercises sound judgment when managing sensitive information and executive-level events.
In coordination with leadership and the budget analyst, develop, manage, and monitor complex event budgets for commencement ceremonies, University Week, and Provost-sponsored events.
Assist with analyzing expenditures, reconciling accounts, preparing budget projections, and identifying cost-saving opportunities while maintaining event quality and service standards.
Assist with the development, review, and administration of contracts, service agreements, and procurement documentation in accordance with university policies and procedures.
Negotiate with vendors and service providers regarding pricing, services, timelines, and deliverables to achieve optimal outcomes.
Develop and maintain event management procedures, planning documents, operational guidelines, and process improvements.
Provide lead work direction to administrative support staff, student assistants, volunteers, event staff, and vendors involved in event planning and implementation.