Event Coordinator (Events and Conference Planner II)

Event Coordinator (Events and Conference Planner II)

Job No: 562025
Work Type: Staff
Locations: Southern California: San Diego
Categories: Bargaining Unit: Unit 9 - CSUEU - Technical Support Services, Job Search Category/Discipline: Administrative, Appointment Type: Probationary, Time Basis: Full Time, Workplace Type (Exclude Inst Fac): Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Summary

Are you an experienced event professional who enjoys turning complex plans into seamless, high-impact experiences? The College of Arts and Letters is seeking an Event Coordinator to independently plan and execute a diverse portfolio of college events that support academic, development, and community engagement priorities. From donor and alumni gatherings to lectures, conferences, symposia, recognition programs, and other special events, this position takes ownership of assigned events from initial concept and planning through on-site execution and post-event follow-up.

Working as a central resource within the Dean's Office, the Event Coordinator partners with college leadership, development and communications teams, academic units, campus partners, vendors, and external stakeholders. The role requires strong professional judgment, organization, and attention to detail, along with the ability to anticipate operational needs, manage competing priorities, and independently resolve issues while keeping leadership informed of significant changes, risks, and decisions.

Key Responsibilities:

• Event Planning & Execution: Independently manage assigned events from concept through completion, developing timelines, run-of-show documents, task assignments, and detailed logistical plans to ensure successful execution.
• Logistics & Vendor Management: Coordinate venues, catering, audiovisual services, accessibility accommodations, facilities, parking, transportation, equipment, security, staffing, and external vendors based on the needs of each event.
• Advancement & VIP Events: Partner with Development and University Relations on donor cultivation, stewardship, alumni engagement, and fundraising events, including guest management and donor/VIP protocols.
• Budget & Financial Administration: Develop event budgets and cost estimates, monitor expenditures, and coordinate contracts, purchasing, payments, reimbursements, deposits, permits, insurance, and other required approvals.
• On-Site Event Leadership: Serve as the operational lead during events, directing staff and vendors, monitoring event flow, troubleshooting issues, and making timely decisions to keep programs running smoothly.
• Stakeholder & Event Communications: Serve as the central point of coordination for assigned events, maintaining clear communication with leadership, event sponsors, campus partners, vendors, and communications teams throughout the planning process.
• Compliance & Continuous Improvement: Ensure events align with university fiscal, procurement, accessibility, risk management, safety, and advancement requirements while evaluating outcomes and identifying opportunities to improve future events.

As part of the California State University (CSU) system, San Diego State University helps power one of the largest and most impactful public university systems in the nation. See what it's like to work at the CSU—watch our video and imagine your future here: Working at the CSU.

Position Information

• Full-time, benefits eligible, permanent/probationary position.
• Position is designated exempt under FLSA and is not eligible for overtime compensation.
• Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.

This position is approved for one day of telecommuting after an initial training period with onsite work in San Diego.

Department Summary

The College of Arts and Letters has 18 academic departments, 12 interdisciplinary programs, 24 centers, and one joint doctoral program. With over 475 permanent faculty and associated lecturers, the College is the largest of the seven colleges at San Diego State University and is responsible for 36% of the instruction at the University. There are approximately 60 clerical and technical employees in the college. The Dean's Office is responsible for the implementation and continued support of the instructional, research, and development processes in the college.

For more information regarding the College of Arts and Letters, click here.

Education and Experience

Bachelor's degree in a related field and two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Key Qualifications

Experience planning events in a higher education, academic, nonprofit, or advancement/development environment. Familiarity with accounting, budgeting, purchasing, and financial systems used within a university or similarly complex organization. Experience coordinating catering services, including adherence to institutional policies and procedures, menu development, and staffing arrangements. Experience collaborating with diverse and complex stakeholder groups within a university environment, including senior leadership, administrators, faculty, students, and staff. Proficiency in navigating venue reservations, facilities coordination, and event logistics within a university or large organizational setting. Experience supporting donor cultivation, stewardship, alumni engagement, or similar relationship-building events. Experience coordinating events of varying sizes and complexity, from small gatherings to large-scale events. Experience working in a public-sector, public-facing, or unionized environment. Experience developing standardized event-planning templates, toolkits, procedures, or process documentation. Familiarity with ADA requirements and accessibility best practices related to event planning. Experience collaborating with marketing or communications teams to develop and implement event-promotion strategies.

Compensation and Benefits

San Diego State University offers competitive compensation and a comprehensive benefits package designed to support your well-being and professional growth.

Compensation:
Step placement will be determined based on relevant qualifications and professional experience, in alignment with the department's budget and equity guidelines.

Initial step placement is not expected to exceed Step 7 ($5,200/month).

Salary step placement for internal applicants will follow the CSUEU Collective Bargaining Agreement.

CSU Classification Salary Range: $4,617-$6,727 per month (Step 1-Step 20).

Future increases, including step advancements, are subject to contract negotiations.

Full Benefits Package Includes:

Generous Time Off: 15 paid holidays, vacation, and sick leave.

Retirement: CalPERS pension plan with retiree healthcare, and reciprocal agreements with other California public retirement systems, including the UC.

Health Coverage: Medical, dental, and vision options at low or no cost.

Education Support: CSU tuition fee waiver for employees and eligible dependents.

Optional Offerings: FlexCash, life and disability insurance, legal and pet plans.

Campus & Community: Access to the library, campus events, employee groups, and volunteer and social activities.

Our benefits are a significant part of total compensation. Learn more at the SDSU Benefits Overview.

SDSU Values

At SDSU, our diversity gives us power and benefits every single member of our community.  Consistent with California law and federal civil rights laws, SDSU provides equal opportunity for all in education and employment.  We encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. We strongly preserve the right to free expression and encourage difficult conversations that help lead to improved individual and community learning and cohesion.

Principles of Community

At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university. 

SDSU's Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another. 

Equal Opportunity and Excellence in Education and Employment

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, San Diego State University (SDSU) provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. SDSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

SDSU is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At SDSU, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Apply by September 30, 2026 to ensure full consideration. Applications submitted after this date will be reviewed on an as-needed basis, and the position will remain open until filled.

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. 

San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act. 

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 7 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 also 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.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU 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 SDSU employee who was conditionally offered the position.

SDSU is a smoke-free campus. For more information, please click here.

Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Taylor Smith at tjaress@sdsu.edu.

 

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To apply, visit https://careers.sdsu.edu/en-us/job/562025







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