Job Summary:

Works independently under general supervision to perform advanced events and conference planning while managing and exercising authority over large and/or complex events and conferences. Demonstrates advanced discernment in determining appropriate plans and methods to achieve event and/or conference goals and while ensuring compliance with laws, regulations, and organizational policies. In collaboration with management, assesses, formulates, and evaluates programs, policies, and procedures. Decision-making is based on event planning best practices; substantial event planning experience; advanced knowledge of relevant federal, state, and local regulations; event program or contract guidelines; and university policies and protocols. Work is performed with minimal oversight focused on ensuring alignment with overall objectives. Handles multiple work priorities and may provide lead work direction with accountability for results.

Responsibilities:

• Serve as primary contact for internal and external clients utilizing university event spaces.
• Plan, coordinate, and execute simple to complex events, including logistics, timelines, diagrams, and facility arrangements.
• Prepare event quotes, contracts, and related documentation; coordinate tours and client meetings.
• Coordinate event setups, equipment use, inventories, delivery schedules, and production needs.
• Apply sound judgment and problem-solving to address event-related challenges and develop effective solutions.
• Provide high-level customer service and represent the university professionally to all stakeholders.
• Ensure compliance with applicable regulations (e.g., Fire Marshal, Health & Safety, liquor licensing).
• Maintain accurate event records in systems (e.g., EMS), including scheduling and master calendar updates.
• Track attendance through ticketing, RSVPs, and related databases.
• Process payments (cash, check, credit card) as needed.
• Support budget tracking, cost management, billing, and collection of required documentation (e.g., insurance).
• Assist with event-related communications such as scripts, programs, and materials.
• Gather, analyze, and interpret event feedback and survey data to support continuous improvement and policy recommendations.
• Coordinate event details at off-campus locations as needed.
• Develops and maintains training materials and delivers hands-on instruction to student staff pursuing careers in event management or technical production.
• Supports recruitment, hiring, and onboarding of student assistants, connecting academic learning with practical experience in live events.
• Provides experiential learning opportunities that reinforce coursework while effectively training on technical, organizational, and professional skills.
• Provides lead work direction and coordination to event personnel—including students, volunteers, staff, and vendors—to ensure compliance with established policies and procedures.
• Contributes to and updates training resources, including manuals and instructional content (written and video), ensuring materials remain current and accessible.
• Participates in campus committees to foster collaboration and support the accuracy, integrity, and effectiveness of special events services and goals.
• Operates and utilizes lighting, sound, and video equipment as needed.
• Provides support for University Advancement events as available.
• Performs other duties related to the classification as assigned.

 

Minimum Qualifications:

Equivalent to a bachelor's degree in a related area and four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted on a year-for-year basis.

Required Qualifications:

• Advanced knowledge and understanding of event and conference planning and management principles, concepts, and best practices.
• Demonstrated competence in independently applying advanced judgment to resolve difficult and complex problems and issues. 
• Advanced analytical and organizational skills to organize, prioritize and manage the successful completion of large or complex events/conferences within budget constraints.
• Advanced communication and interpersonal skills, including political acumen to build partnerships and communicate effectively across a large array of stakeholders. Ability to effectively present ideas and successfully facilitate contract agreements.
• Ability to effectively lead, train, and mentor the work of others.
• Advanced skill to appropriately use technology and relevant event planning and management tools.

 

Preferred Qualifications:

• Minimum of 2 years’ experience coordinating events (including university commencement), with proficiency in systems such as EMS, Social Tables, and PeopleSoft, and strong communication skills.

• General knowledge of event operations and theater reservations.

• Flexibility to work evenings and weekends.

• Demonstrated ability to collaborate with diverse populations, including off-campus clients (donors, nonprofits, community members) and on-campus stakeholders (students, faculty, staff, administrators).

• Strong analytical and problem-solving skills, with the ability to anticipate and proactively address issues with broad administrative impact.

• Excellent written, verbal, and interpersonal communication skills, along with strong computer proficiency.

• Working knowledge of lighting, sound, and video equipment.

• Bachelor’s degree or equivalent combination of education and administrative experience involving research, analysis, and program or policy development, plus at least two years of related experience.

• Ability to support event operations through program research, policy analysis, and evaluation; contribute to revenue goals; train and guide staff and student employees; and recommend improvements to event-related policies, procedures, and practices.

 

Compensation and Benefits:

The salary offered will take into account internal equity and experience among other factors.

Initial salary step placement will be Step 1 - $5,079 per month for qualified candidates.

CSU Classification Salary Step Range: $5,079 - $7,399 per month (Step 1 – Step 20)

 

 

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

 

Position Information:

Work status: Full-time/ Exempt/ /Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

Staff: The application deadline is: April 23^rd. 2026 at 11:55PM

 

California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon 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.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).

 

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

 

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, 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 conditionally offered the position.

Drivers License Check

Possession of a valid Driver's License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

 

I-9

CSUSB 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.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

 

Closing Statement:

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 CSUSB Benefits at benefits@csusb.edu.

 

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

 

Clery Act

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), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act