Special Events Coordinator

CSU Careers•Sacramento, CA

6d•Onsite

About The Position

Under the general supervision of the Manager of Administration and Finance, the Special Events Coordinator independently plans, coordinates, and executes University Advancement events. The position develops event concepts and detailed work plans; coordinates venues, vendors, contracts, registration, communications, technology, staffing, and on-site logistics; monitors budgets; and evaluates results. The coordinator works with campus leaders, departments, community partners, public officials, vendors, speakers, guests, and media, and provides lead work direction and training to student employees and volunteers. Based on finalized event plans, the coordinator works with internal and external service providers to establish clear event specifications, contracts, and service standards; monitors progress toward objectives and ensures costs remain within budget; and maintains regular communication with the Manager of Administration and Finance. The position balances multiple priorities and is accountable for day-to-day results. It interprets event program requirements, university policies, procurement and financial procedures, and applicable guidelines, and resolves non-standard operational issues using professional judgment.

Requirements

Bachelor's degree in a related field and two 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 for experience year-for-year.
Working knowledge and understanding of event and conference planning, coordination, and administration principles and current best practices.
Experience performing high-level, quality-oriented, customer-centric, detailed duties while being dependable, proactive, and responsive.
Ability to independently apply judgment to resolve non-standard problems and interpret applicable regulations, standards, guidelines, policies, and procedures.
Strong analytical and organizational skills to plan, prioritize, and complete multiple assignments within time and budget constraints.
Strong written, verbal, and interpersonal communication skills to establish effective working relationships with stakeholders and guide the development of clear communication and promotional materials.
Ability to provide lead work direction and training to less experienced staff, student employees, and volunteers.
Knowledge of procurement, budgeting, and accounting principles and processes, including purchase documentation, invoice review, expense tracking, and account reconciliation.
Proficiency with standard office software, such as Microsoft Word and Excel.
Proficiency with event planning, registration, scheduling, web content, office productivity, and financial systems used to perform the work.
Ability to work independently and collaboratively, adapt to changing priorities and deadlines, maintain confidentiality, and provide responsive customer service.
Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents.
Ability to work evenings and/or weekends as needed.
Ability to occasionally lift, carry, transport, or position equipment or materials weighing up to 25 pounds.
Satisfactory completion of the background check process.
Must reside in California on the date of hire and furnish proof of eligibility to work in the United States.

Nice To Haves

Experience planning university, public-sector, or similarly regulated events.
Experience coordinating ceremonies, professional education programs, conferences, or events involving senior leaders and high-profile guests.
Coursework or professional training in event or conference planning.
Knowledge of university infrastructure, procurement practices, policies, and procedures.

Responsibilities

Independently plan, coordinate, and execute University Advancement events.
Develop event concepts and detailed work plans.
Coordinate venues, vendors, contracts, registration, communications, technology, staffing, and on-site logistics.
Monitor event budgets and evaluate event results.
Coordinate with campus leaders, departments, community partners, public officials, vendors, speakers, guests, and media.
Provide lead work direction and training to student employees and volunteers.
Develop clear event specifications, contracts, and service standards with internal and external service providers.
Monitor service-provider progress toward agreed objectives and ensure costs remain within established budgets.
Maintain regular communication with the Manager of Administration and Finance.
Interpret event program requirements, university policies, procurement and financial procedures, and applicable guidelines.
Resolve non-standard operational issues using professional judgment.
Plan, prioritize, and complete multiple event or conference assignments within time and budget constraints.
Review purchase documentation and invoices, track expenses, and reconcile accounts.
Work evenings and/or weekends as needed.