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Event Coordinator

Apply now Job no: 533668
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Time Varies, On-site (work in-person at business location)

Classification:   Administrative Support Coordinator II
Hours:  Hourly/Intermittent - Temporary
FLSA:  Non-exempt 

Anticipated Hiring Salary:  $25.00 per hour*  
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:  Priority Screening Date extended to July 1, 2024
Recruitment Status:  Open Until Filled

This is a temporary, hourly intermittent position through December 1, 2024, with the potential of renewal based on budget and/or operations needs.  

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. 

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030. 

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the general supervision of the Director of University Affairs, Ceremonies and Events and in conjunction with the assigned Event Specialist, the Event Coordinator works on an intermittent hourly basis to 1) coordinate and execute events as assigned and 2) supports and assists the UACE team to execute campus-wide events and ceremonies; always ensuring all campus events are held safely and successfully within the established protocols and guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Coordination and Execution of Events:

  1. Works independently and in conjunction with other department members, to coordinate and execute campus wide events.
  2. Applies appropriate event policies and procedures. Addresses events coordination challenges using reasoning, interpretation, and application of standard event theories and principles to recommend the wisest course of action.
  3. Troubleshoots and solves challenges which arise during events independently and with the support of the other department members. Coordinates tasks including, but not limited to food and beverage service, set-up, breakdown, decorations, safety training, check-in, meet and greet, and ensuring safety measure as implemented.
  4. Provides instruction and direction to students, volunteers, vendors, guests and/or other events personnel to ensure compliance with policies and procedures.
  5. Coordinates administrative services including but not limited to facilities maintenance, repairs, landscaping, custodial, and building security as it relates to assigned events.
  6. Collaborates with the multi-media tech specialist to identify and communicate sound system requirements and other technical equipment needs where applicable. Also supports the multimedia tech specialist as required with equipment operation, setups and breakdowns.
  7. Provides exemplary customer service and maintains professionalism to all internal and external contacts.

Support and Assist UACE Team to Execute Campus Wide Events

  1. Attend meetings, take meeting notes, prepares and distributes post-meeting reports and surveys, and follows up on action items. Updates department website as needed.
  2. Contributes to and maintains the department's shared comprehensive system of files and records for both electronic and physical materials, including shared calendar.
  3. Assists with preparation of estimates, facility use agreements, and interim and final sales orders and payment of invoices relating to events. May work with the department biller and budget analyst to track expenses and forecast event costs.
  4. Supports virtual events using Zoom and other virtual event platforms, using knowledge of the latest technical services available to the campus that includes online meetings, interpreter services, closed caption services, and other computing services to meet the needs of internal and external clients where appropriate or necessary.
  5. Supports the coordination of the summer conference programs and University House events where appropriate.
  6. Coordinates a range of post-event assessments to inform future planning practices.
  7. Provide backup administrative and event support.
 

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional in all technical aspects of work assignments.  Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports;  effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.  Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing.  Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

SPECIALIZED SKILLS REQUIRED:

Must be capable of independently coordinating and scheduling multiple functions and handling multiple priorities. Superior customer service skills and demonstrated ability to work effectively with all levels of staff, faculty, and students to plan and coordinate campus events.  Thorough knowledge of office systems and ability to effectively use a broad range of technology, systems, and packages. General knowledge of event planning, operations, production and technical services. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. 

PREFERRED QUALIFICATIONS:

Three (3) plus years of conference and event planning and coordination. Experience managing residential conference programs. Higher education experience. Technical fluency with Microsoft Office Professional Suite, Oracle­PeopleSoft/CMS baseline system, 25Live space scheduling system (power user/administrator rights), Zoom (meeting and webinar), and Google docs, spreadsheets, email and calendaring systems. Knowledge of university operations, programs, and procedures; preferably in regards to event and centralized scheduling. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of applied, active, and project-based learning activities; interdisciplinary; multicultural and global perspectives; technological sophistication; service learning; ethical reflection and practice; and collaboration. Experience working with a diverse and multicultural population.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
  • This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
  • This position has been designated as a sensitive position with responsibility or access/possession of building master or sub-master keys for building access.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
  • This position requires a flexible schedule to accommodate evenings and/or weekend work.

Sensitive Positions - This position has been designated as a sensitive position with:

  • access to, or control over, cash, checks, credit cards, and/or credit card account information 
  • responsibility or access/possession of building master or sub-master keys for building access
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards)
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

PHYSICAL WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Ability to lift 25 pounds. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.    

BENEFITS/PERKS: 

Employees who are not initially eligible upon hire date for CalPERS retirement membership are required to participate in the CSU Part-time/Seasonal/Temporary (PST) Retirement Plan in lieu of Social Security. Employees enrolled in this program contribute 7.5% of their gross wages, on a pre-tax basis, to a retirement account that is available after separation of employment.

CSUMB offers health or FlexCash benefits to employees in eligible positions under the Affordable Care Act (ACA).  There may be other benefits available depending on appointment type.  Please refer to the CSU Voluntary Benefits Plans.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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