Working Title: Special Events Coordinator
Classification Title: AA/S - Ex I
Posting Details
Priority Application Deadline: Monday, October 21st @ 11:55pm PST (Posting will remain open until filled)
Hiring Preference
Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.
Position Summary
Under the general supervision of the Director of University Events, the Special Events Coordinator is responsible for overseeing, coordinating and producing professional education projects and special events, including providing support for commencement. The responsibilities involve strong client relationships, event concept development, program development, event detail planning, negotiation, implementation and reporting. The Coordinator plans, executes and coordinates multiple events simultaneously at varying stages. The Coordinator must have a commitment to quality and to providing the highest level of customer service possible. Based on the finalized event plan, the Special Events Coordinator ensures that the components are properly enacted by working closely with the selected (internal and external) service providers to develop clear and complete event specifications, contracts, and standards of service for the event; by monitoring service providers’ progress towards the agreed upon objectives and ensuring that costs remain within the established budget; and by maintaining regular communication with the Director of University Events.
FLSA: Exempt (Not eligible for overtime compensation)
Recruitment Type: Regular (Probationary)
Work Hours: M-F 8 a.m. to 5 p.m., early mornings, evenings and weekends as needed. Partial telework to be approved by manager after training period.
The Office of University Events manages many large-scale campus events and is responsible for the oversight of all events and the education and training of event planners on the Sacramento State campus.
https://www.csus.edu/president/university-events/
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Experience:
1. Experience with complex and/or large-scale event planning (e.g. event concept development, event planning and reporting), such as large galas or ceremonies.
2. Experience performing high-level, quality-oriented, customer-centric, and detailed duties while being dependable, proactive, and responsive.
Knowledge, Skills, Abilities:
3. Excellent interpersonal skills with the ability to develop and maintain professional working relationships with a variety of internal and external constituents.
4. Excellent communication skills with the ability to maintain confidentiality.
5. Strong organizational and detail-oriented skills, with the ability to coordinate multiple events with competing deadlines.
6. Proficiency in using standard office software programs (e.g. Microsoft Word, Excel, etc.)
7. Demonstrated ability to analyze information, anticipate/identify problems and address them proactively.
8. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
9. Ability to work independently as well as collaboratively.
10. Ability to provide lead work direction to others (e.g. volunteers, interns, student assistants).
11. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.
Work Schedule Requirements:
12. Ability to work evenings and/or weekends as needed.
Physical Requirements:
13. Ability to occasionally lift, carry, transport, or position equipment/materials up to 25 lbs.
Conditions of Employment:
- Ability to pass a background check
14. Completion of conference planning coursework.
15. Experience working in an institution of higher education.
16. Knowledge of university infrastructure, policies and procedures
Documents Needed to Apply
Resume and cover letter.
Failure to upload required documentation may result in disqualification.
About Sacramento State
Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission:
“As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success; teaching, research, scholarship and creative activity; justice, diversity, equity and inclusion; resource development and sustainability; dedicated community engagement, and wellness and safety.
As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.
To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.
Equal Employment Opportunity
California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.
It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html.
The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/csu-learn.html.
Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request from the Office of Clery Compliance & Training by emailing clery@csus.edu.
Under the Clery Act, this position may be designated as a Campus Security Authority (CSA) depending upon the role on campus and/or job duties. If this position is identified by the Director of Clery Compliance & Training as a CSA position, you will be notified via email and will be assigned the appropriate training in CSU Learn.
Background Check Disclaimer
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.
COVID19 Vaccination Policy
Effective May 2023, per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities 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.
Out of State Employment
Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.
As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
Eligibility Verification
Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).
Note to Applicants:
Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.