Events Coordinator

Cal Poly Pomona is a dynamic public university located in Pomona, California, that is part of the prestigious California State University (CSU) system, which comprises 23 campuses dedicated to providing high-quality education and preparing responsible, educated individuals to contribute meaningfully to the state's schools, economy, culture, and future. This university fosters a vibrant academic community and actively supports alumni, donors, faculty, staff, and students with robust programs and services designed to enhance engagement and philanthropy. The Division of University Advancement, one of the university's five central divisions, plays a pivotal role in strengthening private support and expanding the university's reach by developing lasting relationships with alumni, donors, friends, parents, corporations, and foundations. It manages key offices such as development, alumni and external relations, government and external relations, advancement services, and annual giving. The division also administers the Cal Poly Pomona Philanthropic Foundation, which functions as the official entity for accepting and managing contributions to the university.

Within this innovative and supportive environment, the Events Coordinator position offers a vital role that involves planning, coordinating, and executing a wide variety of university events that support the university's mission and fundraising efforts. This full-time, probationary role is located on-site in Pomona, with working hours from Monday to Friday, 8:00 a.m. to 5:00 p.m., and an anticipated hiring salary range up to $4,617 per month. The position is classified as Events and Conference Planner II and sits within the Office of Events and Special Projects, which is ultimately responsible for producing impactful events such as university-wide, divisional, and presidential happenings, as well as programs for key campus and external constituencies.

The Events Coordinator will independently manage and support event activities, including the development and mailing of invitations, tracking RSVPs, coordinating logistics, vendor payments, and supply ordering. An essential part of this role is maintaining accurate event records within Raiser's Edge and 25 Live systems, using technology such as Canva and Cascade for designing event materials and managing the department's website updates. The coordinator will also take charge of volunteer recruitment, training, and scheduling for high-profile campus events such as commencements, open houses, and convocations, ensuring these programs run smoothly.

This position requires a blend of analytical, organizational, and interpersonal skills to handle complex scheduling, budgeting, and stakeholder communication. The coordinator will interact with a broad range of constituencies including university leadership, donors, government officials, faculty, and students, while providing leadership to event volunteers and student assistants. The role includes essential hands-on duties during events such as coordinating guest check-in, managing setup and teardown, troubleshooting operational issues, and ensuring compliance with university policies. Knowledge of procurement, budget management, Concur travel systems, and university policies is critical to successfully execute all assigned responsibilities.

Overall, the Events Coordinator at Cal Poly Pomona occupies a key position requiring professionalism, dedication, and the ability to manage multiple priorities in a fast-paced, mission-driven academic environment. The position offers an opportunity to contribute to the university’s outreach and philanthropic success by creating memorable events that enhance community engagement and the university’s reputation.