Event Specialist

Updated: 2 months ago
Location: Pomona, CALIFORNIA


Posted: 08-Apr-24

Location: Pomona, California

Type: Full-time

Salary: Open


Other Staff/Administrative

Internal Number: 5162388

Event Specialist
Job No: 537062
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Fundraising & Alumni Relations, Full Time, On-site (work in-person at business location)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - Unit 9
Job Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Amount: Up to $5,273 per month
Work Hours: Monday - Friday 8:00am-5:00pm; Occasional Evenings and Weekends

The Division of University Advancement's primary purpose is to enhance the private support and knowledge of the university. University Development develops programs, events, and activities that stimulate the involvement and interest of alumni, friends, parents, corporations, and foundations to develop relationships which cultivate and foster relationships and stimulate giving to the university. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

Large-Scale Campus Events, Celebrations, Ceremonies, Etc.

  • Plan and implement high-profile major events such as the UAD milestone celebrations, regional events, and special recognition events, such as the Founders' Society.
  • Assist with and staff groundbreaking ceremonies, building dedications, government and community relations events, and any other events as assigned. Work with colleges and deans on special initiatives and events when requested.
  • Support the Special Events team with the execution of the campus's commencement ceremonies. Partnering to provide logistical support and execution, vendor review, administrative and technical support via Marching Order and additional event planning duties.
  • Create and implement a comprehensive planning and production schedule for events including identification of goals and objectives, development and implementation of event budget, marketing plan, production timeline, program storyboarding, space design, and menu ordering and design. Able to effectively support and present ideas and concepts either written or by presentation to convey the plans, goals and updates.
  • Assist the director with special projects as requested. Responsible for attending meetings, managing event planning processes, and leading office staff (in the absence of the Director), students, student interns, volunteer committee leads, and general volunteers.
  • Actively participate in meetings with campus departments or colleges to help with the planning and implementation of major events, conferences, or programs. Coordinate with staff presenting ideas to ensure events are planned appropriately, in a timely manner and are held in a safe and risk-free manner.
  • Work closely with the various campus service departments to guarantee appropriate responsiveness and follow-through for all events. Assist the director with special projects as requested.
  • Responsible for attending meetings, managing event planning processes, and supervising office staff (in the absence of the Director), students, student interns, volunteer committee leads, and general volunteers.
  • Travel for regional and off campus events as needed, providing on-site coordination for off-campus events or activities. Plan and provide coordination for off campus events. Work with public contacts that include donors of all levels, prospects, corporations, and campus partners.
  • Provide high-level administrative support that includes identification and review of locations, development and implantation of an event budget, research and analyze off campus vendors for cost and safety and additional areas as needed to support the off campus visit or event.
  • Provide on-site coordination of events including but not limited to, logistics, staffing, food and beverage ordering, and program implementation.
  • Accurately interprets and reviews all state, county and CSU laws and guidelines are met in relation to the execution of events. Ensuring that all permit requests are submitted in a timely manner and meet all campus, CSU, county, state, etc. policies and guidelines. Works closely with various departments from Risk Management, Environmental Health & Safety, Police, Parking and others to analyze and ensure that events are held in a safe manner and thoroughly reviewed for risk and mitigation.
  • Exercise good judgment to resolve issues that may arise during the course of an event.
  • Advise the director on cost reduction and production improvements for special events.
  • Respond to all email, telephone, and social media communications in a timely manner.
  • Work evenings and weekends as needed.

Event Technical & Compliance Support
  • Responsible for maintaining advanced knowledge with various systems that support the high-level administration and execution of events: includes but not limited to ReNXT/Constant Contact/Social Tables/Event Brite/Marching Order/25Live.
  • ReNXT/Eventbrite - Various tasks include updating event web pages, creating event registrations, entering in accurate data executing digital advertising and maintaining event databases for accuracy and efficiency. Maintain data integrity and fiscal management when processing registration fees and reviewing and entering event data. In addition, monitor event input, registrations, registration pages, pre and post event details and tracking.
  • Constant Contact/Microsoft Suite/Canva - Execute digital advertising and marketing for various events. Ensure that accurate data is used to share all marketing items. Continue to develop and maintain knowledge of changing systems to effectively meet various event needs.
  • Social Tables - Create and maintain event diagrams to assure all state and CSU polices and regulations are met. Help support various campus contacts with the creation or review of diagrams.
  • 25Live - Oversee the campus calendar system 25Live, monitor the daily operation, approvals and event registrations. Enter all events and ensure accurate space and event information is reserved. Continually review all required tasks are met and reviewed. Participate in monthly meetings to continue to discuss and implement updates and changes. Oversee and approve all offsite events for staff and faculty. Work with 25Live team to plan and execute training for staff and faculty.
  • Marching Order - Work with Commencement Coordinator for the execution of graduate registration, tickets and additional items to support the overall execution of the commencement ceremonies.
  • Monthly upkeep or assistance with other departments who use Raiser's Edge or other event software if needed. Ability to learn new skills and knowledge in relation to all technical based systems that support the events office in the execution of events.
  • Oversee and execute all virtual events for the division or others as requested. Maintain and enhance knowledge of various virtual event support systems, participating in trainings and supporting technology-based events to be offered and executed properly. Create and implement a comprehensive planning and production timeline that achieves and meets the needs of the virtual event.

Supporting the Director of Events
  • The Event Specialist will represent the Director of Events at meetings, events, etc., including events for the University President, division and campus events. This position will also - represent the Events Office and/or the Division of University Advancement on campus-wide committees as needed.

  • Bachelor's degree AND/OR the 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.
  • Four (4) years of related experience

Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications
  • Knowledge of alumni/donor databases.
  • Registration software and web page design and maintenance experience.
  • Knowledge of University/University Advancement organizational structure and policies and procedures.
  • Strong interpersonal communication skills with the ability to communicate effectively and persuasively.
  • Ability to establish and maintain effective working relationships, on and off campus, serving in a leadership role and as a liaison and representative of the Division and the University.
  • Demonstrated success in donor and prospect cultivation and asks. Ability to speak to large groups of people.
  • 2-3 years of experience with event planning and execution.
  • Knowledge and understanding of state, county and CSU laws and regulations in relation to event planning and setup.

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 CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's 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 https://calstate.policystat.com/policy/10899725/latest/ .
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 information. In 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 candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In 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 to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .
Conflict of Interest
This position is a 'designated position' in the California State University's 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 https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml .
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 Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf .
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 the Pay Transparency Nondiscrimination Provision poster.
CSU Classification Salary Range
This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $5,273 and maximum $9,537 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.
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 [email protected] . For more information, go to Employment Notices.
Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
Advertised: April 05, 2024 (9:00 AM) Pacific Daylight Time
Applications close: April 21, 2024 (11:55 PM)
To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/537062/event-specialist
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About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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