Senior Event Planner

Job Summary

Reporting to the Associate Vice President of Alumni and Community Engagement, the Senior Event Planner fills a critical role in support of the planning and implementation of multiple, high-profile events at San Jose State University and provides leadership to year-round preparation for Commencement, Fall Address, State of the University and as required. These activities include providing support to various units, offices and programs, including the Office of the President, Vice President for University Advancement and Provost. Activities are both recurring and one-time. Incumbent assures that high-profile, high-impact events, keynote speaker engagements, and special events hosted by the university follow appropriate protocol for the type of visit from elected officials or other prominent individuals.

Key Responsibilities

• This position directly oversees the planning and preparation for SJSU Commencement ceremonies (Fall and Spring), which includes all details related to organizing and executing Commencement
• Working with University Procurement and the department Administrative Assistant on contracts, invoices, and reconciliation of payments
• Under the guidance and supervision of the Director of Special Events, plans campus-wide events such as Fall Address, State of the University, Town Hall Meetings, Conferences, and one-time campus- wide ceremonies
• Manage, coordinate, and provide direction to programs and events affiliated with departments and offices
• Develop, prepare, and direct operational and logistical items, including event plans, scripts, run of shows, venue and staging diagrams
• Problem-solve and make decisions in advance and on-site for events based on circumstances, audience, volunteers, and facilities
• Working with University Marketing and Communications, lead the collection and publication of printed and website content for events for Commencement and other assigned special events
• Act as the office liaison in working with various University departments in the scheduling of Convocations
• Manage and staff events as assigned by the Director of Special Events. These events include but are not limited to events at the President’s House, College event, Donor recognition events, Heritage Society events, and other University Advancement events.
• Create and maintain RSVP database templates (and associated reports) for use by events staff and other members of the development office
• Manage and coordinate relationships with internal and external event vendors. This includes researching new vendors and venues for university events and programs, as well as building a reference file for use by other university offices.
• Solicit, propose and manage budgets for events. Review of related contracts and agreements to ensure University protocols and guidelines are in place before securing services.
• Collaborate with University Procurement on Requests for Proposal preparation
• Understand and assure adherence with university, and Tower Foundation procurement and reimbursement policies, depending on the funding source for the event
• Assist the Director in the daily functions of the Special Events unit

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Ability to work independently, while developing implementing and evaluating programs to ensure they meet University Advancement and Department objectives
• Ability to provide leadership on campus-wide events and programs that serve the needs of the President’s Office and / or build Spartan Pride.
• Thorough knowledge of event planning practices and protocol
• Thorough knowledge of English grammar, business writing, punctuation and spelling
• Ability to compose and appropriately format correspondence and reports
• Excellent oral and written communication skills
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and packages
• Ability to draft and compose correspondence and standard reports
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist
• Ability to work effectively under pressure and time constraints
• Ability to work off-hours, including weekends and nights
• Ability to learn and maintain up-to-date knowledge on website software and mobile applications
• Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, complete projects accordingly
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures
• Excellent customer service and public relations skills
• Ability to possess a valid driver’s license and/or independent means of transportation to go to various locations on and off campus
• Ability to work weekend and evenings when assigned
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make projections

Required Qualifications

• A bachelor's degree and/or equivalent training
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.

Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• Bachelor’s Degree in Marketing, Hospitality, Business or a related field (In lieu of a degree, an additional five years of experience may be substituted for the degree)
• Minimum of three years of experience in event planning
• Experience developing plans for complex, highly visible public events
• Project management skills
• Experience with stage layout and technical design
• Experience with academic ceremonies and event protocol

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $7,000/month - $8,000/month
CSU Salary Range: $5,537/month - $10,014/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: February 3, 2025 through February 18, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: Feb 03 2025 Pacific Standard Time
Applications close:

Closing Date/Time:

• 

• Cal State University (CSU) San Jose

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