Job Overview
Employment Type
Full-time
Compensation
Salary
Range $55,404.00 - $80,724.00
Work Schedule
Standard Hours
Job Description
Cal Poly Pomona is a prominent public university located in Pomona, California, and is part of the California State University (CSU) system. The university is dedicated to providing high-quality education and fostering a supportive and inclusive community for its students, staff, and faculty. As a public institution, Cal Poly Pomona strives to enhance knowledge, cultural understanding, and economic growth through its diverse academic programs and extensive engagement with alumni, industry partners, and the broader community. The university's Division of University Advancement plays a crucial role in fostering relationships with alumni, friends, parents, corporations, and foundations to support the university's mission and growth financially and through engagement activities.
The Division of University Advancement includes several key offices: development, alumni and external relations, government and external relations, advancement services, and annual giving. Together, these offices manage and operate the Cal Poly Pomona Philanthropic Foundation, which is responsible for managing all contributions to the university. A vital part of this division is the Department of Events and Special Projects, which is tasked with creating and executing various university-wide events that engage and involve the university's support base, including donors, alumni, parents, faculty, and other key stakeholders.
The Events and Conference Planner II position is a full-time, probationary staff role based on-site at Cal Poly Pomona. The position reports to the Office of University Events within the Department of Events and Special Projects. This role is essential to the coordination and implementation of numerous university events such as presidential functions, donor receptions, alumni gatherings, commencement ceremonies, and many other campus and external functions. The role requires meticulous attention to detail and the ability to handle multiple tasks independently while effectively managing relationships with event vendors, campus partners, and university constituents.
Key responsibilities include managing event invitations, coordinating vendor payments, tracking RSVP information, maintaining event databases within software like Raiser's Edge and 25Live, and supporting event communications and marketing design using platforms such as Canva. The planner is also responsible for supervising event volunteers, providing support during major events including commencement, and overseeing the setup and teardown of events on campus and off-site. This role requires strong organizational skills to manage event budgets, payment processes, and travel arrangements for staff involved in events. The planner also collaborates with various university departments such as risk management, parking, facilities, and police to ensure event compliance with university policies and safety protocols.
The salary for this position is within an anticipated hiring range of up to $4,617 per month, with the potential for advancement up to a maximum of $6,727 per month, consistent with CSU salary schedules. Work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional extended hours or weekend work required for special events. This role demands a highly professional demeanor with excellent communication and interpersonal skills to interact effectively with diverse populations, including high-level donors, university leadership, and external partners.
Cal Poly Pomona is committed to equal employment opportunity and compliance with all relevant state and federal laws regarding nondiscrimination, accommodations, and hiring practices. The university also emphasizes environmental safety, security, and responsible driving policies for staff who may need to operate vehicles or electric carts on campus.
Overall, the Events and Conference Planner II is a dynamic and integral position supporting Cal Poly Pomona’s mission to foster community engagement, smoothly run campus events, and enhance the university's private support network through exemplary event management and coordination.
The Division of University Advancement includes several key offices: development, alumni and external relations, government and external relations, advancement services, and annual giving. Together, these offices manage and operate the Cal Poly Pomona Philanthropic Foundation, which is responsible for managing all contributions to the university. A vital part of this division is the Department of Events and Special Projects, which is tasked with creating and executing various university-wide events that engage and involve the university's support base, including donors, alumni, parents, faculty, and other key stakeholders.
The Events and Conference Planner II position is a full-time, probationary staff role based on-site at Cal Poly Pomona. The position reports to the Office of University Events within the Department of Events and Special Projects. This role is essential to the coordination and implementation of numerous university events such as presidential functions, donor receptions, alumni gatherings, commencement ceremonies, and many other campus and external functions. The role requires meticulous attention to detail and the ability to handle multiple tasks independently while effectively managing relationships with event vendors, campus partners, and university constituents.
Key responsibilities include managing event invitations, coordinating vendor payments, tracking RSVP information, maintaining event databases within software like Raiser's Edge and 25Live, and supporting event communications and marketing design using platforms such as Canva. The planner is also responsible for supervising event volunteers, providing support during major events including commencement, and overseeing the setup and teardown of events on campus and off-site. This role requires strong organizational skills to manage event budgets, payment processes, and travel arrangements for staff involved in events. The planner also collaborates with various university departments such as risk management, parking, facilities, and police to ensure event compliance with university policies and safety protocols.
The salary for this position is within an anticipated hiring range of up to $4,617 per month, with the potential for advancement up to a maximum of $6,727 per month, consistent with CSU salary schedules. Work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional extended hours or weekend work required for special events. This role demands a highly professional demeanor with excellent communication and interpersonal skills to interact effectively with diverse populations, including high-level donors, university leadership, and external partners.
Cal Poly Pomona is committed to equal employment opportunity and compliance with all relevant state and federal laws regarding nondiscrimination, accommodations, and hiring practices. The university also emphasizes environmental safety, security, and responsible driving policies for staff who may need to operate vehicles or electric carts on campus.
Overall, the Events and Conference Planner II is a dynamic and integral position supporting Cal Poly Pomona’s mission to foster community engagement, smoothly run campus events, and enhance the university's private support network through exemplary event management and coordination.
Job Requirements
- Bachelor's degree in related field or equivalent experience
- Minimum two years of relevant event planning experience
- Proficiency in event planning software and financial systems
- Strong organizational and communication skills
- Ability to work independently and make decisions
- Experience supervising staff and volunteers
- Knowledge of budgeting and procurement processes
- Must be able to work beyond regular hours including weekends
- Ability to drive on-campus electric carts and off-campus vehicles
- Comply with CSU out-of-state employment policy
- Pass background check
- Authorization to work in the United States
Job Qualifications
- Bachelor's degree in related field or equivalent experience
- Two years of relevant event planning experience
- Working knowledge of event and conference planning principles and best practices
- Ability to independently apply judgment to resolve non-standard problems
- Strong analytical, organizational, communication and interpersonal skills
- Experience leading and training staff, student employees and volunteers
- Knowledge of procurement, budgeting and accounting principles
- Proficiency in event planning software and financial systems
- Experience with Raiser's Edge and 25Live preferred
- Ability to work extended hours and weekends as required
- Volunteer management and event design experience preferred
- Ability to drive campus electric carts and occasionally off-campus vehicles
Job Duties
- Coordinate and implement special events including invitation list development, RSVP tracking, vendor payments, and event supply orders
- Research and manage background data for event performers, venues, and vendors
- Create and maintain event web pages and detailed reports in Raiser's Edge
- Oversee event budgets, track expenses, initiate purchase orders, and monitor event income
- Design event communications and signage using Canva and support event website updates
- Coordinate and lead volunteers for campus events including recruitment, training, and scheduling
- Monitor 25Live for campus event reservations ensuring compliance with safety and protocol
- Support office coordination including managing student assistants, inventory, and banner printing
- Process travel documents and payments related to events
- Oversee setup and tear down of on and off-campus events and troubleshoot operational issues
- Provide direct interaction with high-level donors, guests and ensure smooth event operations
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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