College Event Coordinator
College Event Coordinator
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Job Description
Job Summary
Reporting to the Associate Dean Undergraduate Programs the College Event Coordinator provides primary coordination and administrative oversight for collegewide events and /or events that have collegewide or strategic impact. This position is critical as it involves working with faculty staff and students to ensure clear processes and outcomes for all sponsored College events. These include conferences student success events outreach efforts and donor events in support of the Colleges advancement and development activities. The position works toward increasing awareness of the colleges brand identity vision and mission to produce a wide range of university and public events that involve multiple SJSU stakeholders alumni students community leaders and public supporters. Involves evening and weekend work depending on the event schedule.
Key Responsibilities
Overall Responsibility for all events in LCoB:
- Develops and executes plans and timelines for all events initiated or assigned by the College of Business Deans Office. This involves crafting a portfolio of events that align with the strategic mission of the college and the university.
- This position works closely with multiple stakeholders to design events. These events can range from small gatherings/receptions to largescale galatype events and can be inperson events held on/off campus as well as virtual. A key part of this includes administering event budgets with the College and department(s) associated with the event.
- Provides event budgetary guidance and support and is consistent with any college and university guidelines. This position is also expected to be the primary liaison and represent the college in several university committees for their events.
Lead person working with internal and external departments for event planning:
- Works with external vendors as well as internal campus units (e.g. FD&O Student Union and Purchasing) and college personnel/services to support event activities and achieve integration with university practices. This includes sourcing all components of the event including set up event duration planning and breakdown ensuring compliance and with university policies. It also includes coordinating staffing needs for events including hiring training and supervising student assistants.
- An important part of this role is coordinating personnel on the day of the event to ensure smooth functioning/ with professionalism.
- Continuous improvement is part of this role including portfolio review documentation and debriefing activities to capture best practices and lessons learned to inform future events.
- Supporting Career related initiatives like Business Honors Program Career Launch Initiative (CLI) Spartan Springboard and others which involves maintaining contact lists of contacts scheduling classes with Instructional Team coordinating with Industry mentors Career Center Contacts Coordinate parking for industry mentors and all logistics and communication
- Record keeping of all stakeholder contacts from across all college events and industry outreach done by the Deans office individual departments and centers.
Management and support of LCoB student clubs:
- Serves as the Colleges primary liaison with College of Business student clubs ensuring that new clubs are provided support and that campus policies and activities involving clubs are properly communicated to each club and faculty advisor. Organizes events to improve teamwork and communications among the clubs promoting club activities to other multiple stakeholders both in and outside of LCoB.
- Oversees equitable distribution of resources to clubs and supports club efforts to build events and increase their impact.
Calendaring for all events in LCoB and Social Media:
- Maintains a collegewide calendar of events to help alleviate conflicts encourage participation and manage other issues that might reduce participation by various target groups.
- Partners with Marketing and Communications Team to maintain/update the webpages associated with student clubs as well as college events. Also involved in promoting events on social media and other channels to create a strong online presence for college programs and events.
- Manages and oversees the usage of all College conference rooms and meeting spaces to achieve smooth scheduling efficiency and usage. Optimizes/accommodates the use of spaces based on events and makes recommendations for improvements and renovations.
- Communicates with users regarding appropriate use and prioritization of space and resolving conflicts that might reduce participation.
- BBC 032 and large conference room scheduling for college events.
Knowledge Skills & Abilities
- Excellent organizational and communication skills (oral and written) time management detail orientation ability to work with a wide variety of constituents and partners in a diplomatic and effective manner knowledge of university practices regarding facilities catering meeting room arrangements event support.
- Working knowledge of productivity tools survey tools and graphic design software.
- Excellent organizational and communication skills (oral and written) knowledge of university policies strong working relationships with university student life knowledge of a wide range of club related activities.
- Excellent organizational and communication skills (oral and written) working knowledge of productivity tools.
- Ability to communicate with constituents in a professional and respectful manner.
Required Qualifications
- A bachelors degree and/or equivalent training.
- Two years of administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs.
Preferred Qualifications
- Bachelors degree in hospitality communications or a related field (preferred but not required).
- 810 years of event planning or coordination experience in a professional setting.
- Experience managing multiple events simultaneously including largescale and highprofile events.
- Strong organizational and multitasking skills.
- Proficiency with event management and survey management software and tools.
- Familiarity with budgeting and expense tracking.
Compensation
Classification: Administrative Analyst/Specialist Exempt I
Anticipated Hiring Range: $5528/month $6252/month
CSU Salary Range: $4598/month $8318/month
San Jos State University offers employees a comprehensive benefits package typically worth 3035 of your base salary. For more information on programs available please see the Employee Benefits Summary.
Application Procedure
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Resume
- Letter of Interest
All applicants must apply within the specified application period: December 3 2024 through December 17 2024. This position is open until filled; however applications received after screening has begun will be considered at the discretion of the university.
Contact Information
CSU Vaccination Policy
The CSU strongly recommends that all individuals who access any inperson program or activity (on or offcampus) operated or controlled by the University follow COVID19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age medical condition and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found athttps:// questions may be sent to.
Additional Information
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate which may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.
The standard background check includes: criminal check employment and education verification. Depending on the position a motor vehicle and/or credit check may be required. All background checks are conducted through the universitys third party vendor Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1B VISAS)
All San Jos State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Officeor report any discrimination harassment and/or retaliation to the Office of Equal Opportunity.
Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act the Annual Security Report (ASR) is also now available for viewing at ASR contains the current security and safetyrelated policy statements emergency preparedness and evacuation information crime prevention and Sexual prevention information and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jos State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone ator by email at.
Pursuant to the Higher Education Opportunity Act the Annual Fire Safety Report (AFSR) is also available for viewing at The purpose of this report is to disclose statistics for fires that occurred within SJSU oncampus housing facilities for the three most recent calendar years and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone ator by email at.
Campus Security Authority In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.
Equal Employment Statement
San Jos State University (SJSU) is an Equal Opportunity employer committed to nondiscrimination on the basis of age ancestry citizenship status color creed disability ethnicity gender genetic information marital status medical condition national origin race religion or lack thereof sex sexual orientation transgender or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students faculty and staff programs and activities. Title IX of the Education Amendments of 1972 and certain other federal and state laws prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).
Required Experience:
IC
Employment Type
Full-Time
