Senior Events Specialist

California State University, Bakersfield•Bakersfield, CA

2d•Onsite

About The Position

The Senior Events Specialist works in the Office of Events within University Advancement at California State University, Bakersfield. The office supports campus departments and external organizations with event planning, execution, logistics, and billing, and coordinates donor events with other University Advancement departments. The Senior Events Specialist works independently under the general supervision of the Director of Events, planning and coordinating large, complex, and high-profile events while providing lead support for the Office of Events. The role works closely with the Director on fundraising, Presidential, and major University events and serves as a primary event resource for University Advancement, the Office of the President, the CSUB Foundation, campus departments, and external clients. The position applies advanced event-planning and project-management expertise to coordinate event strategy, logistics, vendors, campus partners, and event-support staff. It provides lead direction to Event Specialists, student assistants, and volunteers; advises campus stakeholders on event practices and procedures; and supports improvements to event operations. The role also plans President’s Office events and meetings, coordinates external events and Facility Use Agreements, and assists with event budgets, invoicing, payment collection, and close-out. The position is full-time, on-site, and requires occasional holiday work, adjusted hours, occasional off-site travel for professional development, and possible emergency call-backs.

Requirements

Equivalent to a bachelor’s degree in a related area and four years of relevant experience; additional experience demonstrating the required knowledge and abilities may substitute for education year for year, and an advanced degree in a related field may substitute year for year.
Possess a valid driver’s license or be able to obtain one by the date of hire.
Advanced knowledge of event and conference planning and management principles, concepts, and best practices.
Ability to independently apply advanced judgment to resolve difficult and complex problems and issues.
Advanced analytical and organizational skills to prioritize and manage large or complex events and conferences within budget constraints.
Advanced communication and interpersonal skills, including political acumen and the ability to build partnerships across a broad range of stakeholders.
Ability to present ideas effectively and facilitate contract agreements successfully.
Ability to lead, train, and mentor others effectively.
Advanced skill in using technology and relevant event-planning and management tools.
Knowledge of procurement, budgeting, and accounting principles and processes.
Demonstrated customer-service experience requiring a high level of diplomacy and professionalism.
Ability to use tact and diplomacy in sensitive interpersonal situations involving diverse personalities and to respond appropriately to conflicts and problems.
Ability to foster communication, teamwork, and a positive, cooperative, productive work atmosphere, and to establish effective relationships with people from diverse cultural backgrounds.
Excellent communication skills, including the ability to convey information clearly and understandably.
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, including setting priorities and coordinating multiple assignments with fluctuating, time-sensitive deadlines.
Computer skills and competence with word processing, spreadsheets, databases, online systems, the Internet, online calendaring, and email.
Working knowledge of, or ability to quickly learn, University infrastructure.
Regular and reliable attendance.
Willingness to travel and attend occasional off-site professional-development training.
Willingness to work occasional holidays, adjust working hours for special jobs, and return periodically for emergency work as needed.
Satisfactory completion of a background check, including a criminal records check, is required.
Applicants reaching the final stages must sign a release authorizing the CSU to obtain information from current and/or former employers about substantiated allegations of misconduct; applicants who meet minimum qualifications must disclose specified final sexual-harassment decisions within the preceding seven years before an offer is extended.
Must be authorized to work in the United States and provide required employment documentation; state employees must sign the applicable oath or declaration before beginning work.

Nice To Haves

Industry knowledge demonstrated through continued education, such as certifications and/or a formal master’s degree.
Five years of experience in facility or event coordination.
Experience in an institutional or educational environment with a customer-oriented, service-centered attitude.

Responsibilities

Plan and coordinate logistics and operational requirements for large, complex, and high-profile University Advancement and University events in collaboration with the Director of Events and campus partners.
Develop event plans, timelines, site and floor plans, design concepts, mood boards, staffing plans, and other planning materials.
Coordinate with graphic designers, Marketing and Communications, vendors, Facilities, University Police, Safety and Risk Management, and other service providers on event requirements, materials, setup, safety, and timelines.
Coordinate vendor logistics, monitor assigned event budgets and components, and follow up on contracts, services, deliveries, setup, and payment requirements.
Serve as lead planner and/or day-of coordinator for assigned University Advancement events and as the primary contact for vendors, event-support staff, student employees, volunteers, and participating departments.
Independently manage logistics and operational planning for major University events outside University Advancement as needed.
Provide lead direction to Event Specialists, student assistants, and volunteers by assigning work, explaining responsibilities, coordinating schedules, and monitoring task completion.
Review the annual event calendar, identify competing and time-sensitive priorities, and adjust planning activities as events or priorities change, including events involving senior University leaders.
Assist the Director of Events with preparation and monitoring of the Office of Events’ annual operating budget and provide event-related budget information.
Conduct event debriefs and follow-up, document issues and outcomes, and recommend improvements for future events.
Work with event stakeholders, University Deans, and other constituents to support successful events; research event-planning practices appropriate to higher education.
Collaborate with the Director and campus partners to maintain and recommend adjustments to event policies, procedures, and planning practices, including time, place, manner, safety, risk management, and operations.
Complete annual goals established by the Director of Events and Vice President for University Advancement.
Plan and execute logistics for annual and regularly occurring President’s Office events and meetings, on and off campus, in collaboration with the Director of Events.
Coordinate with President’s Office staff, the CSU Chancellor’s Office, and CSUB departments on meetings and events, including Chancellor’s Office and Trustee visits and student meet-and-greets with the President.
Serve as the main point of contact for President’s Office co-sponsored events.
Serve as the primary Office of Events contact for assigned external clients and coordinate planning and implementation of their events at CSUB.
Maintain indoor and outdoor venues, locations, and resources in 25Live for external clients.
Receive, prioritize, and respond to external event requests; coordinate with University schedulers and gather information to determine appropriate venues, services, schedules, and requirements.
Manage the Facility Use Agreement process, ensure internal service pricing is accurate, and lead facilitation of contracts with significant financial or reputational impact.
Conduct site reviews and pre-event meetings as required by policy and liaise between external clients and internal service providers.
Communicate CSUB event policies and procedures and facilitate event confirmations between the University and external clients.
Coordinate event close-out, reconcile final costs, invoice external clients, collect payment, and ensure timely fund transfers to participating campus departments.
Serve as a resource to internal stakeholders and hosts on event-administration practices and policies; communicate procedures in meetings, email, and phone calls.
Provide practical guidance based on event scope and requirements, referring policy, financial, safety, or operational issues to the Director or appropriate campus authority when necessary.
Serve on University event committees as needed.