Senior Events Specialist

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY. CLASSIFICATION TITLE : Event Conference Planner III

UNION CODE : R09

FT/PT : Full-time PAY PLAN : 12-month WORKPLACE TYPE : On-site (work in-person at business location) ANTICIPATED HIRING RANGE : Step 1 $5,079 - Step 4 $5,390 However, offer amount will be commensurate with candidate’s experience, education, skills, and training. CSU CLASSIFICATION SALARY RANGE : Step 1 $5,079 – Step 20 $7,399 PAY BASIS : Monthly BENEFITS : CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information. POSITION PURPOSE : Within University Advancement, the Office of Events serves the CSU Bakersfield campus community as well as external organizations that host events at CSUB. This department acts as a resource in helping internal and external clients in planning and holding events on campus by working on the logistics of the event planning, execution, and billing. The Office of Events supports University Advancement by organizing donor events in conjunction with other departments under the division to recognize donors, alumni and constituents of the university and/or raise funds for CSUB and serves as the liaison between on-campus entities and external event clients, providing service for both parties. Working interpedently under the general supervision of the Director of Events, the Senior Events Specialist plans and coordinates large and complex events and provides lead support for the Office of Events. The incumbent works closely with the Director of Events on all fundraising events, Presidential events, and major University events. The position applies advanced event-planning knowledge, project-management skills, and stakeholder judgment to coordinate event strategy, logistics, vendors, campus partners, and event-support staff. The position serves as a primary event resource for campus departments including University Advancement, the Office of the President, the CSUB Foundation, and external clients. The Senior Events Specialist collaborates with the Director of Events and other University officials on event procedures, planning practices, and operational improvements. Duties & Responsibilities Event Planning & Coordination Plan and coordinate the logistics and operational requirements of large, complex, and high-profile University Advancement and University events in collaboration with the Director of Events and applicable campus partners. Develop event plans, timelines, site plans, floor plans, design concepts, mood boards, staffing plans, and other planning materials needed to organize and execute assigned events. Coordinate with graphic designers, Marketing and Communications, vendors, Facilities, University Police, Safety and Risk Management, and other service providers to confirm event requirements, materials, setup, safety needs, and operational timelines. Coordinate vendor logistics, monitor assigned event budgets and event components, and follow up on contract, service, delivery, setup, and payment requirements to support successful implementation. Serve as lead planner and/or day-of coordinator for assigned University Advancement events. Act as the primary point of contact for vendors, event-support staff, student employees, volunteers, and participating campus departments during planning and event execution. Independently manage key tasks and event components for major university events outside of UA events, coordinating event logistics and operational planning as needed. Provide lead direction to Event Specialist, student assistants, and volunteers by assigning work, explaining responsibilities, coordinating schedules, and monitoring completion of assigned tasks. Review the annual event calendar, identify competing or time-sensitive priorities, and adjust planning activities as events are added or priorities change, including events involving the Vice President for University Advancement and the President of the University. Assist the Director of Events with preparation and monitoring of the Office of Events’ annual operating budget and provide event-related budget information as requested. Conduct event debriefs and follow-up activities, document relevant issues and outcomes, and recommend adjustments to improve future events. Work directly with event stakeholders, University Deans, and other constituents to ensure successful events. Research event-planning practices and assist with identifying practices appropriate for a higher education environment. In collaboration with the Director of Events and relevant campus partners, maintain and recommend adjustments to event policies, procedures, and planning practices, including requirements related to time, place, manner, safety, risk management, and event operations. Complete annual goals as established by the Director of Events and Vice President for University Advancement. President’s Office Event Support Utilizing specialized in-depth expertise and creativity, execute and plan event logistics with the Director of Events on all annual and regularly occurring President’s on and off campus events and meetings. Work directly with President’s Office staff, CSU Chancellor’s Office, and CSUB departments to ensure successful campus collaboration on meetings and events. This includes but not limited to Chancellor’s Office and Trustee visits and student meet and greets with the President. Serve as main point of contact for the President’s Office co-sponsored events. Stakeholder Management for External Events & Client Relations Serve as the primary Office of Events contact for assigned external clients and coordinate the planning and implementation of external events held at CSUB. Maintain the Office of Events’ indoor and outdoor venues, locations, and resources in 25Live for external clients. Receive, prioritize, and respond to external event requests as well as facilitates with appropriate university schedulers and coordinate the information needed to determine appropriate venues, services, schedules, and event requirements. Manage the Facility Use Agreement (FUA) process with external guests, ensuring pricing of internal services is accurate. Lead facilitation of FUA contracts with significant financial and reputational impact to the client and the university. Conduct site reviews and pre-event meetings as required by CSUB policy and act as a liaison between external client and internal service providers. Relay required CSUB event policies and procedures and facilitate confirmation of events between CSUB and external client. Coordinate event close-out activities, including reconciling final costs, invoicing external clients, collecting payment, and ensuring timely internal fund transfers to participating campus departments. Campus Events Consultant Act as a resource for best practices and policies in event administration for internal stakeholders and hosts. Communicate correct procedures via in-person meetings, email communication, and phone calls. Provide consultation and practical guidance for campus events based on the scope and requirements of the event, referring policy, financial, safety, or operational issues to the Director of Events or appropriate campus authority when necessary. Serve on event committees for University events as needed. Required Qualifications EDUCATION & EXPERIENCE – Equivalent to a bachelor's degree in a related area and four (4) years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted on a year-for-year basis. LICENSES – Possession of a valid driver’s license or the ability to obtain by date of hire. SKILLS, KNOWLEDGE & ABILITIES (SKA’s) Regular and reliable attendance is required. Advanced knowledge and understanding of event and conference planning and management principles, concepts, and best practices. Demonstrated competence in independently applying advanced judgment to resolve difficult and complex problems and issues. Advanced analytical and organizational skills to organize, prioritize and manage the successful completion of large or complex events/conferences within budget constraints. Advanced communication and interpersonal skills, including political acumen to build partnerships and communicate effectively across a large array of stakeholders. Ability to effectively present ideas and successfully facilitate contract agreements. Ability to effectively lead, train, and mentor the work of others. Advanced skill to appropriately use technology and relevant event planning and management tools. Knowledge of procurement, budgeting and accounting principles and processes. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism. Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems. Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds. Excellent communication skills; ability to effectively communicate information in a clear and understandable manner. Thorough knowledge of English grammar, spelling, and punctuation. Ability to interpret, communicate and apply policies and procedures. Ability to maintain a high degree of confidentiality. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email. Working knowledge of or ability to quickly learn University infrastructure. Must be willing to travel and attend training programs off-site for occasional professional development. Must be able to work occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis. Preferred Qualifications Industry knowledge demonstrated through continued education, such as certifications and/or formal Master’s degree. Five (5) years of experience in either facility or event coordination. Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS

LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS

N/A

SCREENING

Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position. Education Code 89521 Requirements Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION

Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION

It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work. The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation. Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, View phone number on click.appcast.io. #J-18808-Ljbffr California State University, Bakersfield