Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Job Description
Cal Poly Pomona is a distinguished public university that forms part of the California State University (CSU) system, renowned for its dedication to providing quality education, fostering innovation, and strengthening community ties through various initiatives. As an institution committed to educational excellence and community engagement, Cal Poly Pomona serves a diverse population of students, alumni, faculty, and staff while establishing strong connections with regional, national, and international partners. The Division of University Advancement plays a pivotal role within this university, dedicated to enhancing private support and cultivating meaningful relationships with alumni, donors, corporations, and other supporters to further the university's mission and goals. This division manages several specialized offices, including development, alumni relations, government and external affairs, advancement services, and annual giving. It also oversees the Cal Poly Pomona Philanthropic Foundation, the official entity responsible for managing and receiving donations and contributions to the university.
This specific role is the Events and Conference Planner II, a full-time, probationary position based on-site in Pomona. The position comes with an anticipated maximum monthly salary of $4,617, emphasizing a Monday through Friday, 8 a.m. to 5 p.m. work schedule. The role is integral to the university’s Office of the Vice President of University Advancement, specifically within the Department of Events and Special Projects. This department is charged with the creation, development, and implementation of a broad variety of events and activities designed to promote involvement and support from the university's growing network of alumni, donors, friends, and industry partners. The planner coordinates major university, divisional, and presidential events as well as on-campus events organized for external community groups, providing a strategic and systematic approach to program planning and event execution.
The Events and Conference Planner II independently handles complex aspects of event planning, including research and vendor coordination, managing invitation processes, organizing RSVP tracking within advanced systems such as Raiser's Edge and 25 Live, and preparing payments and purchases. This role also requires expertise in using tools like Canva for designing event communications and signage, as well as contributing to managing event web pages and campus event information. Additionally, the planner supports logistical aspects such as event setup and takedown, on-site registration, and guest services, often engaging with high-profile university donors and officials, ensuring events are executed smoothly, professionally, and within budget.
Further responsibilities include managing volunteers and staff for large campus events, overseeing event-related budgets, processing travel and payment documentation through systems like Concur, and maintaining essential event assets and supplies. Knowledge of procurement, budgeting, accounting principles, and event management software is essential, as is the ability to work effectively under pressure during high-profile events like commencement ceremonies. This role requires a professional demeanor, strong communication skills, attention to detail, and the ability to multi-task in a dynamic, fast-paced environment. The planner must demonstrate sound judgment in problem-solving situations and uphold compliance with university policies, particularly regarding nondiscrimination and equal opportunity standards.
Overall, this position is perfect for an experienced event coordinator who seeks to contribute at a high level within a vibrant academic community, enjoying a collaborative work environment while managing a diverse portfolio of events that directly impact the university’s ongoing success and community engagement.
This specific role is the Events and Conference Planner II, a full-time, probationary position based on-site in Pomona. The position comes with an anticipated maximum monthly salary of $4,617, emphasizing a Monday through Friday, 8 a.m. to 5 p.m. work schedule. The role is integral to the university’s Office of the Vice President of University Advancement, specifically within the Department of Events and Special Projects. This department is charged with the creation, development, and implementation of a broad variety of events and activities designed to promote involvement and support from the university's growing network of alumni, donors, friends, and industry partners. The planner coordinates major university, divisional, and presidential events as well as on-campus events organized for external community groups, providing a strategic and systematic approach to program planning and event execution.
The Events and Conference Planner II independently handles complex aspects of event planning, including research and vendor coordination, managing invitation processes, organizing RSVP tracking within advanced systems such as Raiser's Edge and 25 Live, and preparing payments and purchases. This role also requires expertise in using tools like Canva for designing event communications and signage, as well as contributing to managing event web pages and campus event information. Additionally, the planner supports logistical aspects such as event setup and takedown, on-site registration, and guest services, often engaging with high-profile university donors and officials, ensuring events are executed smoothly, professionally, and within budget.
Further responsibilities include managing volunteers and staff for large campus events, overseeing event-related budgets, processing travel and payment documentation through systems like Concur, and maintaining essential event assets and supplies. Knowledge of procurement, budgeting, accounting principles, and event management software is essential, as is the ability to work effectively under pressure during high-profile events like commencement ceremonies. This role requires a professional demeanor, strong communication skills, attention to detail, and the ability to multi-task in a dynamic, fast-paced environment. The planner must demonstrate sound judgment in problem-solving situations and uphold compliance with university policies, particularly regarding nondiscrimination and equal opportunity standards.
Overall, this position is perfect for an experienced event coordinator who seeks to contribute at a high level within a vibrant academic community, enjoying a collaborative work environment while managing a diverse portfolio of events that directly impact the university’s ongoing success and community engagement.
Job Requirements
- bachelor's degree or related experience
- minimum two years relevant event planning experience
- knowledge of event coordination and management principles
- ability to independently resolve non-standard problems
- strong organizational skills
- effective communication and interpersonal skills
- leadership abilities for managing staff and volunteers
- familiarity with budgeting and procurement
- proficient in event software systems
Job Qualifications
- bachelor's degree or equivalent experience
- two years of relevant event planning experience
- working knowledge of event and conference planning principles
- ability to apply independent judgment to resolve issues
- strong organizational and analytical skills
- excellent communication and interpersonal skills
- capability to lead and train staff, student employees, and volunteers
- knowledge of procurement, budgeting, and accounting processes
- proficiency in event planning software and financial systems
Job Duties
- coordinate and implement special events including developing invitation lists and managing RSVPs
- research and coordinate vendors such as performers, venues, and caterers
- create event web pages and maintain accurate registrant information in Raiser's Edge
- manage event budgets including tracking expenses and processing purchase orders
- design and edit event communications and signage using tools like Canva
- oversee event setup, registration, and guest services
- recruit, train, and lead campus volunteers for major events and manage volunteer coordination systems
- monitor campus event reservations in 25 Live to ensure compliance and communicate with relevant departments
- support department administrative duties including inventory management and equipment maintenance
- process event-related payments, travel documentation, and budget reports using appropriate software
- participate in pre-event and post-event meetings to review planning and execution
- troubleshoot and resolve event-related issues onsite
- support commencement event logistics including registration and ticketing
- assist with facility licensing and third-party event oversight
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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