College Event Coordinator

Job Summary

Reporting to the Associate Dean, Undergraduate Programs the College Event Coordinator provides primary coordination and administrative oversight for college-wide events and /or events that have college-wide 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 College's advancement and development activities. The position works toward increasing awareness of the college's 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 Dean's 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 large-scale gala-type events and can be in-person 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/execution 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 Dean's office, individual departments and centers.

Management and support of LCoB student clubs:

• Serves as the College's 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 college-wide 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 bachelor's 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

• Bachelor's degree in hospitality, communications, or a related field (preferred but not required).
• 8-10 years of event planning or coordination experience in a professional setting.
• Experience managing multiple events simultaneously, including large-scale and high-profile 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: $5,528/month - $6,252/month
CSU Salary Range: $4,598/month - $8,318/month

San Jose State University offers employees a comprehensive benefits package typically worth 30-35% 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

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 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 at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

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 university's 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. H1-B VISAS)

All San Jose 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 Office or 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 https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose 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 at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus 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 at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

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 Jose State University (SJSU) is an Equal Opportunity/Affirmative Action 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).