Event Specialist (Administrative Analyst/ Specialist I Exempt), University Advancement - Special Events & Guest Service

Job Summary:

Under general direction, the Event Specialist performs the full range of work related to program and policy research, analysis, development, evaluation, and operational analysis related to Special Events and Guest Services. This position provides recommendations and lead work direction to event services. Duties include but are not limited to, assisting with meeting revenue goals, maintaining materials, and providing hands-on trainings to student staff interested in entering the events management or technical production field.


Duties and responsibilities

Events Coordination

• Provides project leadership that contributes to the completion of complex events. Uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive and specialized knowledge of production equipment, crew training, external production rentals and other client needs.
• Addresses events management problems using reasoning, interpretation, and application of theories and principles to recommend the wisest course of action. Employs problem-solving skills to meet client needs by developing innovative solutions.
• Accountable for own results in performance and the execution of events. Coordinates event set-ups, equipment training, inventories and facilitiates delivery schedules. Researches, develops, plans, implements, reviews and analyzes simple to complex events.
• Represents the university and/or the department in a positive light to internal and external constituents and uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive knowledge of event policies and procedures. Provides exemplary customer service and has specialized knowledge of production, vendors, support services, scheduling procedures, and appropriate facility usage to effectively satisfy client needs.
• Ability to quickly assess situations, take appropriate action and assume the responsibility for the outcomes. Accountable for own work results.
• Creates event quotes, contracts, timelines, diagrams, and coordinates facility tours and familiarization meetings with clients and support services.
• Possess a working knowledge of regulations pertaining to events assigned including familiarization with requirements of the Fire Marshal, Health and Safety, Liquor licensing and other regulatory agencies.
• Assists with writing and evaluating event scripts, programs or other communications.
• Monitors and maintains guest attendance through ticket sales, invitations, RSVPs and other databases.
• May handle cash, check and credit card payments for rentals.
• Ensures that all events managed are input into the computer system (currently EMS) and recorded on the Master Calendar with notifications to the proper parties.
• Assists with facilitating cost management and meeting revenue goals for events. Maintains record fiscal results on profit and loss forms and needs to follow up on billings, payables, receivables and the collection of insurance and other essential documents.
• Reviews events, records and interprets feedback for future improvements. Provides policy change recommendations backed by appropriate data. Writes, collects, and analyzes event attendee surveys to evaluate public perception of university service levels. Also collects client feedback and resolves any follow up issues as necessary.
• May visit off-campus sites to coordinate event details.

Training

• Maintains materials and provides hands-on training for student staff who are interested in entering the events management or technical production field.
• Assists with recruiting, hiring, and training students for events management and to relate appropriate academic coursework to the “real world” experience of working on live shows and programs.
• Provides instruction that complements academic course content in an actual situation that will assist with developing leadership, management, technical, and organizational skills applicable in the workplace.
• Provides coordination and lead work direction to students, volunteers, staff, vendors, and/or other events personnel to ensure compliance with policies and procedures. Contributes to training manuals and videos through written, verbal, and videotaped instructional recordings that are uploaded to the Internet. Maintains training manuals as needed to keep them up-to-date.

Marketing/Communication

• Coordinates marketing materials as needed including on-line communications, social media, mailers, advertisements, posters and flyers, marquee announcements and other necessary communications.
• Provides content for the website and public relations materials and coordinates the graphic design process and dissemination of the materials in a timely manner.
• Other classification-related duties as assigned.
  
  

Minimum Qualifications:

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

Required Qualifications:

In addition to Position Skill Level - Non-Exempt knowledge and skill requirements, work assignments typically require:

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications:

• 2+ years of experience with coordinating events, including commencement on a university campus, working knowledge of key software such as EMS, Social Tables, PeopleSoft, etc., and demonstrates highly effective communication skills.
• A general knowledge of event practices is preferred.
• Ability to work weekends and evenings.
• Ability to work with a highly diverse population including off campus clients such as: donors, non-profits, commercial programs, community members and the ability to work cooperatively with on-campus individuals including students, clubs, organizations, staff, faculty and administrators.
• Knowledge of investigative and analytical skills to resolve problems with broad administrative impact and implications.
• Ability to anticipate problems and address them proactively.
• Possess strong written and oral communication skills, along with excellent interpersonal skills. Possess strong computer skills.
  
  

Compensation and Benefits:

Anticipated Hiring Range: $4,598 per month

Classification Salary Range: $4,598 - $8,318 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Full-time Exempt Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is: April 07, 2025

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

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.

Drivers License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu .

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: Mar 20 2025 Pacific Daylight Time
Applications close: Apr 07 2025 Pacific Daylight Time

• 

• California State University, San Bernardino (CSUSB)

• (909) 537-4388

Show more