Special Events Coordinator

Type of Appointment: Full Time Probationary

Job Classification:Administrative Support Coordinator II

Anticipated Hiring Range: $4058 - $4631 per month

Work Schedule:Monday - Friday 8:00am-5:00pm


THE DEPARTMENT:

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs events and activities that stimulate the involvement and interest of alumni friends parents corporations and foundations to develop relationships that will foster and stimulate giving to the university. As one of the main components of the division the department of Events and Special Projects serves to create develop and implement various events and activities that serve as a backdrop to stimulate the involvement of the universitys ever growing support base comprised of alumni parents current donors friends industry associations and numerous others. Events and Special Projects support major university divisional and presidential events and events held on campus for outside constituencies on a consistent basis by strategically planning developing and implementing a variety of functions and programs.

DUTIES AND RESPONSIBILITIES:

Special Events Duties

• The Events Office coordinates various events for the President the Division of University Advancement University Development and the Donor Relations and Stewardship offices. These constituents include donors prospects faculty/staff government officials alumni and other special guests of the university. With all of these various events the position assists in the coordination and implementation including: development of invitation lists preparing and mailing invitations accepting calls and emails tracking responses for the various events preparing payments for event vendors and ordering event supplies specific for particular events as needed.
• Work is performed independently under general direction related to goals.
• Researches and follows through with varying levels of assignments associated with special events such as investigating background data on performers venues caterers and print materials.
• Maintains the budget for events to include processing and receiving sponsorships ticket sales and other income through Raisers Edge and initiating and processing of purchase orders/expenditures for all events in a timely manner.
• Attends events on and off-campus and assists with site set-up and tear-down registration check-in nametags ticket sales and any special needs of guests.
• Ensures the smooth operations of events and troubleshoots any problems taking the initiative to assess and solve.
• Interacts with high-level donors and guests at events to ensure the needs of all in attendance are met. Will interact at the highest levels within and outside university often in sensitive interpersonal situations while maintaining DEI compliance.
• Prepares various spreadsheets tracking various elements of event-related information from RSVP lists event check-in and event budgeting.
• Coordinates and acts as a lead for event volunteers at events providing them with direction guidance and assignments on tasks required.
• Maintains updates monitors and tracks events and registration information in Raisers Edge. Creating and building event web pages within the Raisers Edges BBNC environment.
• Confirm all event registrants and ensure that all information in Raisers Edge is correct including but not limited to contact information tracking comments etc.
• Ensures clarity editing and organizing is confirmed when sharing detailed event information. List management within Raisers Edge including but not limited to creating detailed reports and RSVP lists for development officers alumni staff etc. gathering and organizing information including survey questions poll responses etc.
• Independent decisions on day-to-day operations are made. Specialized policies and procedures are interpreted and applied.
• Participates in pre-event and post-event department meetings to review programming special needs timelines and effectiveness of the event and address any issues that occurred.
• The Events Coordinator will assist and support the Commencement Coordinator with duties including but not limited to registration ticketing and logistics.
• The Events Coordinator is required to work during commencement.
• Use of Canva to support the Office of Events with designing event invitations.
• Create and edit various event communications from event reminders name badges and save the dates.
• Will create signage to support events from A-frame stakes and banners and various other event communication items.
• Supports with the design and editing for the Events Department website.
• Work with campus partners to maintain and update information that supports campus events. Knowledge of Cascade preferred.

Campus Wide Volunteer Coordination

• In partnership with the Event Specialist: Recruit train schedule on campus volunteers/ambassadors for high profile campus events including but not limited to: commencement open house convocation etc.
• Work closely with Employee Labor Relations (ELR) to meet all campus collective bargaining agreements and avoid labor contract violations.
• Work with campus partners to ensure compliance around hours and duties.
• Work closely with on campus partners and oversee and execute registration system for volunteer coordination for on campus events

25 Live

• Monitor and review all campus event reservations in 25 Live to ensure accuracy safety proper protocol are met.
• Ensure proper departments are notified including but not limited to: parking risk management environmental health and safety facilities police safety management etc.
• Communicate with campus constituents to ensure accuracy with event submittals and maintain a system of follow up and accountability for campus constituents with event requests.

Office Coordination/Administrative Duties

• Supports the departments student assistants to include day-to-day direction and scheduling of work hours.
• Maintains and tracks the use of the electric carts and maintenance schedule. Maintains and tracks use of all events office inventory items including such things as easels frames directional signs flags and other event supplies borrowed by various departments and colleges.
• Monitors and schedules banner and poster printing requests by various departments/persons on campus and is the key point person for this function.
• As an integral part of this process the Special Events Coordinator must have complete and thorough knowledge of how to operate and maintain the banner printer/plotter.
• Will troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Will understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.

Budget

• Knowledge in using office software packages technology and systems.
• Initiates purchase orders payment requests disbursement vouchers and requisitions for payment to ensure accuracy in ordering reimbursing and invoicing of all funds for events. Will effectively write and present own reports directly for events office based events.
• Support the Executive Director of University Events and events department with processing all travel and concur needs.
• Knowledge of the Concur system and the processing of supporting documentation for all travel needs.
• Prepares and makes deposits for event-related fees or other income such as sales at the events from auctions or donations and determines the correct fund and object code for the deposit.
• Serve as the back up for division check pick up through payroll office.
• Other duties as assigned

QUALIFICATIONS:

• High School Diploma/GED - Or its equivalent.
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Driver License Valid and in State Valid CA Drivers License with required insurance.
• Comprehensive and detailed knowledge of applicable university infrastructure policies and procedures; thorough mastery of English grammar punctuation and spelling; expertise in using office software packages technology and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop recommend and evaluate proposed solutions.
• Ability to perform business math analyze budgetary data and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED QUALIFICATIONS:

• Experience working in special events desired.
• Proficient written and oral communication skills and the ability to accommodate people and deal diplomatically with a diverse and broad population and various levels of temperament.
• Strong organizational skills and the ability to coordinate multiple activities in a fast-paced and stressful environment.
• Ability to take initiative and assess situations to satisfy needs of events and donors. Ability to establish and maintain effective working relationships in a team environment with on and off campus individuals. Ability to demonstrate accepted business and professional etiquette in all dealings with a diverse population reflecting a high standard of professional conduct and integrity.
• Ability to work beyond an eight-hour day and on weekends when needed for an event. Volunteer Management Experience Event Design Experience Must be familiar with 25Live program Professional and pleasant demeanor on phone and in public.
• Ability to occasionally drive private automobile to events held off-campus. Ability to drive electric cart on-campus for various errands and events. Ability to work beyond an eight-hour day and on weekends to assist in the set-up and implementation of special event
• Making decisions in 25 Live that can possibly effect large scale campus events Volunteers: Understand policies and procedures around job classifications (exempt/non exempt) for staff members who sign up to volunteer during and after regular operating hours.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to theCalifornia State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on theCSU Classification Standards website. The CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4058 and maximum $6653 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go theI-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to theAuthorized University Driver Policy.

Conflict of Interest

This position is a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information go to theConflict of Interest policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at theCalifornia Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at theCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see thePay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at. For more information go toEmployment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.