Senior Event Planner
Senior Event Planner
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Salary Not Disclosed
1 Vacancy
Job Description
Job Summary
Reporting to the Associate Vice President of Alumni and Community Engagement the Senior Event Planner fills a critical role in support of the planning and implementation of multiple highprofile events at San Jose State University and provides leadership to yearround preparation for Commencement Fall Address State of the University and as required. These activities include providing support to various units offices and programs including the Office of the President Vice President for University Advancement and Provost. Activities are both recurring and onetime. Incumbent assures that highprofile highimpact events keynote speaker engagements and special events hosted by the university follow appropriate protocol for the type of visit from elected officials or other prominent individuals.
Key Responsibilities
- This position directly oversees the planning and preparation for SJSU Commencement ceremonies (Fall and Spring) which includes all details related to organizing and executing Commencement
- Working with University Procurement and the department Administrative Assistant on contracts invoices and reconciliation of payments
- Under the guidance and supervision of the Director of Special Events plans campuswide events such as Fall Address State of the University Town Hall Meetings Conferences and onetime campus wide ceremonies
- Manage coordinate and provide direction to programs and events affiliated with departments and offices
- Develop prepare and direct operational and logistical items including event plans scripts run of shows venue and staging diagrams
- Problemsolve and make decisions in advance and onsite for events based on circumstances audience volunteers and facilities
- Working with University Marketing and Communications lead the collection and publication of printed and website content for events for Commencement and other assigned special events
- Act as the office liaison in working with various University departments in the scheduling of Convocations
- Manage and staff events as assigned by the Director of Special Events. These events include but are not limited to events at the Presidents House College event Donor recognition events Heritage Society events and other University Advancement events.
- Create and maintain RSVP database templates (and associated reports) for use by events staff and other members of the development office
- Manage and coordinate relationships with internal and external event vendors. This includes researching new vendors and venues for university events and programs as well as building a reference file for use by other university offices.
- Solicit propose and manage budgets for events. Review of related contracts and agreements to ensure University protocols and guidelines are in place before securing services.
- Collaborate with University Procurement on Requests for Proposal preparation
- Understand and assure adherence with university and Tower Foundation procurement and reimbursement policies depending on the funding source for the event
- Assist the Director in the daily functions of the Special Events unit
Knowledge Skills & Abilities
- Ability to communicate with constituents in a professional and respectful manner
- Ability to work independently while developing implementing and evaluating programs to ensure they meet University Advancement and Department objectives
- Ability to provide leadership on campuswide events and programs that serve the needs of the Presidents Office and / or build Spartan Pride.
- Thorough knowledge of event planning practices and protocol
- Thorough knowledge of English grammar business writing punctuation and spelling
- Ability to compose and appropriately format correspondence and reports
- Excellent oral and written communication skills
- Thorough knowledge of office systems and ability to use broader range of technology systems and packages
- Ability to draft and compose correspondence and standard reports
- Ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature
- Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist
- Ability to work effectively under pressure and time constraints
- Ability to work offhours including weekends and nights
- Ability to learn and maintain uptodate knowledge on website software and mobile applications
- Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users set schedules complete projects accordingly
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
- Ability to quickly learn and apply a variety of state federal CSU and SJSU policies and procedures
- Excellent customer service and public relations skills
- Ability to possess a valid drivers license and/or independent means of transportation to go to various locations on and off campus
- Ability to work weekend and evenings when assigned
- Ability to perform standard business math such as calculate ratios and percentages track financial data and make projections
Required Qualifications
- A bachelors degree and/or equivalent training
- Four years of administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs
License
A valid drivers license is required for this position. Out of state candidates selected for the position must obtain a State of California drivers license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.
Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.
Preferred Qualifications
- Bachelors Degree in Marketing Hospitality Business or a related field (In lieu of a degree an additional five years of experience may be substituted for the degree)
- Minimum of three years of experience in event planning
- Experience developing plans for complex highly visible public events
- Project management skills
- Experience with stage layout and technical design
- Experience with academic ceremonies and event protocol
Compensation
Classification: Administrative Analyst/Specialist Exempt II
Anticipated Hiring Range: $7000/month $8000/month
CSU Salary Range: $5537/month $10014/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: February 3 2025 through February 18 2025. 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:
Senior IC
Employment Type
Full-Time
