Events Specialist, (Event Conference Planner III) , Specialist Events. Scheduling

California State University, San Bernardino • San Bernardino, CA

9d

About The Position

Works independently under general supervision to perform advanced events and
conference planning while managing and exercising authority over large and/or
complex events and conferences. Demonstrates advanced discernment in determining
appropriate plans and methods to achieve event and/or conference goals and while
ensuring compliance with laws, regulations, and organizational policies. In
collaboration with management, assesses, formulates, and evaluates programs,
policies, and procedures. Decision-making is based on event planning best
practices; substantial event planning experience; advanced knowledge of relevant
federal, state, and local regulations; event program or contract guidelines; and
university policies and protocols. Work is performed with minimal oversight
focused on ensuring alignment with overall objectives. Handles multiple work
priorities and may provide lead work direction with accountability for results.

Requirements

• 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 communication and 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.

Nice To Haves

• Minimum of 2 years’ experience coordinating events (including university commencement), with proficiency in systems such as EMS, Social Tables, and PeopleSoft, and strong communication skills.
• General knowledge of event operations and theater reservations.
• Flexibility to work evenings and weekends.
• Demonstrated ability to collaborate with diverse populations, including off-campus clients (donors, nonprofits, community members) and on-campus stakeholders (students, faculty, staff, administrators).
• Strong analytical and problem-solving skills, with the ability to anticipate and proactively address issues with broad administrative impact.
• Excellent written, verbal, and interpersonal communication skills, along with strong computer proficiency.
• Working knowledge of lighting, sound, and video equipment.
• Bachelor’s degree or equivalent combination of education and administrative experience involving research, analysis, and program or policy development, plus at least two years of related experience.
• Ability to support event operations through program research, policy analysis, and evaluation; contribute to revenue goals; train and guide staff and student employees; and recommend improvements to event-related policies, procedures, and practices.

Responsibilities

• Serve as primary contact for internal and external clients utilizing university event spaces.
• Plan, coordinate, and execute simple to complex events, including logistics, timelines, diagrams, and facility arrangements.
• Prepare event quotes, contracts, and related documentation; coordinate tours and client meetings.
• Coordinate event setups, equipment use, inventories, delivery schedules, and production needs.
• Apply sound judgment and problem-solving to address event-related challenges and develop effective solutions.
• Provide high-level customer service and represent the university professionally to all stakeholders.
• Ensure compliance with applicable regulations (e.g., Fire Marshal, Health & Safety, liquor licensing).
• Maintain accurate event records in systems (e.g., EMS), including scheduling and master calendar updates.
• Track attendance through ticketing, RSVPs, and related databases.
• Process payments (cash, check, credit card) as needed.
• Support budget tracking, cost management, billing, and collection of required documentation (e.g., insurance).
• Assist with event-related communications such as scripts, programs, and materials.
• Gather, analyze, and interpret event feedback and survey data to support continuous improvement and policy recommendations.
• Coordinate event details at off-campus locations as needed.
• Develops and maintains training materials and delivers hands-on instruction to student staff pursuing careers in event management or technical production.
• Supports recruitment, hiring, and onboarding of student assistants, connecting academic learning with practical experience in live events.
• Provides experiential learning opportunities that reinforce coursework while effectively training on technical, organizational, and professional skills.
• Provides lead work direction and coordination to event personnel—including students, volunteers, staff, and vendors—to ensure compliance with established policies and procedures.
• Contributes to and updates training resources, including manuals and instructional content (written and video), ensuring materials remain current and accessible.
• Participates in campus committees to foster collaboration and support the accuracy, integrity, and effectiveness of special events services and goals.
• Operates and utilizes lighting, sound, and video equipment as needed.
• Provides support for University Advancement events as available.
• Performs other duties related to the classification as assigned.

Benefits

• The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees