What are the responsibilities and job description for the College Event Coordinator position at San Jose State University?

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 setup, event duration planning, and breakdown, ensuring compliance 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, scheduling classes with the Instructional Team, coordinating with Industry mentors, Career Center contacts, coordinating 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.

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

Apply fast, check the full description by scrolling below to find out the full requirements for this role.

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.

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.

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.

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Salary : $4,598 - $8,318

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