Events Coordinator

Cal Poly Pomona's Division of University Advancement is a central division dedicated to fostering and enhancing private support and public awareness for the university. This division is instrumental in building meaningful relationships with alumni, friends, parents, corporations, and foundations to secure philanthropic contributions that support the university's mission. The Division oversees multiple offices including Development, Alumni and External Relations, Government and External Relations, Advancement Services, and Annual Giving. Additionally, the division manages the Cal Poly Pomona Philanthropic Foundation, the official entity responsible for receiving and managing all financial contributions to the university. This multifaceted approach ensures a robust network of support for the university from a wide range of constituencies.

Within this framework, the Department of Events and Special Projects plays a pivotal role by designing and implementing a diverse array of events that engage the university's growing base of supporters. Events organized by this department include major university functions, divisional and presidential events, as well as activities hosted on campus for external constituencies. Through strategic planning and professional execution, these events stimulate involvement and foster lasting relationships that benefit the university.

The role of Events Coordinator at Cal Poly Pomona is a full-time, probationary position classified as Events and Conference Planner II, with an anticipated maximum hiring salary of $4,617 per month. The work schedule is Monday through Friday, from 8:00 a.m. to 5:00 p.m., with the expectation of occasional work beyond normal hours during events. The coordinator works onsite at the Pomona campus and serves as a key player in the success of university events that include high-level guests such as donors, faculty, government officials, and alumni.

This position requires independent handling of multiple event-related tasks. These include developing invitation lists, mailing invitations, managing RSVPs, and coordinating with event vendors. The coordinator is also responsible for maintaining accurate event records, utilizing Raisers Edge software to track registration and create detailed reports, and managing event finances including budgeting and invoices. Creative skills are needed to design event invitations and communications, as well as to produce signage and assist with web content updates.

In addition, this role involves overseeing campus-wide volunteer coordination, managing event reservations through the 25 Live scheduling system, ensuring compliance with safety protocols, and acting as a liaison with various campus departments such as parking, risk management, and facilities. The Events Coordinator also provides administrative support, including managing office supplies and equipment, scheduling student assistants, and troubleshooting office systems.

Budget management is another critical responsibility, which encompasses initiating purchase orders, processing payments, and handling income deposits related to events. The coordinator supports the Executive Director of University Events with travel document processing and manages event logistics during commencement and other major functions.

Overall, the Events Coordinator is expected to exercise sound judgment, demonstrate strong organizational and communication skills, and maintain professional and courteous interactions with diverse stakeholders. The role demands adaptability in a fast-paced environment and a commitment to meeting the university's high standards for event quality and guest experience. This opportunity offers a dynamic and impactful career path within a respected educational institution committed to community engagement and philanthropic success.