Event Conference Planner III

* + **Position Summary**
+ Full-time position available on or after November 9,2026 for Fundraising and Special Events.

This position’s responsibilities are carried out independently under general supervision, the incumbent is responsible for planning, organizing, and executing large and/or complex events and conferences that support university and divisional goals and objectives. The incumbent exercises advanced judgment throughout the event lifecycle, including event planning, logistics, budget administration, stakeholder and vendor relations, marketing, registration, and post-event evaluation while ensuring compliance with university policies, procedures, and applicable regulations. The incumbent develops and maintains collaborative relationships with campus partners, vendors, sponsors, and external stakeholders, resolves complex event-related issues, recommends process improvements to enhance operational effectiveness, and may provide lead work direction to volunteers, student employees, and event support personnel. Work is performed with minimal oversight while ensuring successful event implementation and alignment with organizational priorities.
+ **Job Duties**
+ Duties include but are not limited to:
- Plan, organize, and execute complex events and conferences in accordance with university policies, procedures, and established best practices.
- Facilitate all logistical aspects of events, including facilities, equipment, technology, staffing, scheduling, and event components to ensure successful execution.
- Oversee event setup, on-site operations, and post-event activities to maintain efficient event operations.
- Arrange operational requirements involving vendors, security, parking, facilities, catering, and other event-related services.
- Develop, maintain, and adjust event timelines, project schedules, and implementation plans to meet changing priorities and deadlines.
- Lead event implementation by anticipating challenges, resolving operational issues, and ensuring a positive participant experience.
- Apply advanced knowledge of event planning principles, university policies, and operational procedures to address complex event-related matters.
- Exercise independent judgment when evaluating options and resolving unique or sensitive event situations.
- Develop and maintain collaborative relationships with internal and external stakeholders, vendors, sponsors, speakers, and attendees to support the successful planning and execution of complex events.
- Facilitate communication among campus departments, vendors, and external partners to ensure event requirements and expectations are met.
- Arrange speaker, VIP, and attendee accommodations, transportation, and specialized logistical needs.
- Interpret university policies, procedures, and event requirements to provide guidance and resolve complex issues.
- Provide lead work direction to volunteers, student employees, and event support personnel during event planning and implementation.
- Resolve stakeholder concerns through proactive communication, sound judgment, and a customer-focused approach.
- Develop event communications and promotional materials, including invitations, programs, signage, digital communications, and post-event surveys.
- Implement marketing and promotional activities using university communication platforms, including websites, email campaigns, and social media.
- Administer event registration processes and online registration systems to ensure accurate participant information and efficient event operations.
- Maintain event databases, registration records, and scheduling systems to support planning, reporting, and operational continuity.
- Prepare and process event-related documentation, including invoices, work orders, requisitions, contracts, and other administrative records.
- Maintain comprehensive event documentation to support reporting requirements, compliance, and historical reference.
- Analyze budget information and financial data to support event planning, vendor selection, and resource allocation.
- Monitor event expenditures, reconcile financial records, and ensure compliance with university financial policies and procedures.
- Prepare financial summaries, budget updates, and supporting documentation to facilitate informed decision-making.
- Evaluate post-event financial outcomes and identify opportunities to improve fiscal planning and operational efficiency.
- Review event metrics, attendee feedback, and operational data to identify trends and support future event planning.
- Recommend process improvements that enhance financial accountability and operational effectiveness.
- May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
- At the direction of appropriate administrator, may provide support to other areas as needed.
- The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
- Other duties as assigned.
+ **Minimum Qualifications**
+ **Education:**Equivalent to a bachelor's degree in a related area and four years of relevant experience.

**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 on a year-for-year basis.
+ **Preferred Qualifications**
+ - Bachelor's degree in Event Management, Hospitality Management, Business Administration, Communications, Marketing, Public Administration, or a related field.
- Three (3) year of direct customer service experience in related setting, such as event, conference planning, sales or related area.
- Prior experience in a CSU or higher education setting.
- Prior experience with event contracts, leases, direct pay and reconciliation.
- Prior experience developing or working with event layouts, diagrams, or floor plans to support event setup and space planning (e.g., Social Tables, Cvent Diagramming, or similar).
- Three (3) year of experience with donors, stakeholders, and event attendees.
- Prior experience using event management or scheduling systems (e.g., 25Live, EMS, procurement or similar) to coordinate events, maintain records, and track logistics.
- Prior experience supporting event logistics and on-site coordination, including setup, vendor coordination, attendee support, and fundraising event execution.
- Three (3) year of experience coordinating events, conferences, or fundraising activities, including planning and execution support.
+ **Knowledge, Skills, Abilities**
+ - Develops, implements, and manages large and/or complex events and conference programs. More complex events are typically not routine in nature, may be located in a large venue, and require coordination between multiple stakeholders including, but not limited to, campus security, facilities services, internal and external vendors, and food services. These events typically demand a high level of oversight to ensure success.
- Utilizes specialized in-depth expertise to coordinate and administer unique events requiring the development of new methodologies and processes.
- Performs a broad spectrum of work that includes the ability to identify and align program details to strategic goals or priorities.
- Creates and adjusts methodologies to meet changing policies and organizational focus areas.
- In collaboration with management, develops new and recommends improvements to event and conference program management policies, processes, and procedures.
- Develops and monitors complex budgets and performance metrics.
- Assists with facilitating contracts for conferences and events with significant financial and reputational impact.
- Provides lead work direction and mentoring to volunteers, student employees, staff, and vendors and is responsible for work results that support the achievement of goals and objectives.
- 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.
- A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.
+ **License or Certifications**
+ - Valid California driver’s License.
+ **Salary Range**
+ **Anticipated starting salary will be $5,079 (step 1) – $5,181 (step 2) per month plus excellent paid benefits.**  Future increases, including step advancement, are subject to contract negotiations.  Full range Salary will depend on the qualifications of the successful finalist.  Full $5,079 (step 1) – $7,399(step 20) per month.
+ **Compensation & Benefits**
+ Commensurate w