Campus Event & Conference Coordinator

AgUpdate; Turlock (CA); On-site; USD 33,000 - 49,000; Full time

Job summary

California State University, Stanislaus in Turlock seeks an Event Conference Planner I - On-Call to support fundraising and campus-wide events. The position assists with planning, coordination, and execution of events and conferences, providing on-site support and post-event follow-up while maintaining records and budgets.

Under supervision, you will work with vendors, campus partners, guests and stakeholders; develop event timelines, manage registration, seating, and logistics, and help with

Qualifications

• Equivalent to a bachelor's degree in a related field.
• Substitution of education by equivalent experience on a year-for-year basis.

Responsibilities

• Assist with planning, coordinating, and executing events and conferences by following established guidelines, policies, and standard practices.
• Support coordination of event logistics including facilities, equipment, scheduling, staffing, and event components.
• Coordinate event setup and tear-down activities.
• Assist with logistical arrangements such as vendor access, security coordination, parking, and site requirements.
• Support the development and maintenance of event timelines and schedules as assigned.
• Participate in pre-event, day-of-event, and post-event activities.
• Provide on-site event support to help ensure smooth operations and a positive attendee experience.
• Develop working knowledge of event planning terminology, processes, and related policies and procedures.
• Consult with more senior events and conference professionals regarding complex or unusual situations.
• Routinely interact with internal and external stakeholders, vendors, speakers, and attendees to support event execution.
• Communicate event details and logistical needs in accordance with established guidelines and instructions.
• Coordinate routine speaker and attendee logistics, including accommodations, transportation, and special requirements as assigned.
• Respond to questions by applying established policies and standard procedures.
• Provide work direction to volunteers, student employees, and event support staff as assigned.
• Maintain professional and service-oriented interactions to support positive stakeholder relationships.
• Gather and compile data to support budget development, vendor or venue selection, and event planning activities.
• Assist with tracking event expenses and reconciling financial records in accordance with established guidelines.
• Provide regular updates and information to support budget monitoring as assigned.
• Support post-event evaluations by collecting feedback from attendees, stakeholders, and staff.
• Compile event data and assist in preparing post-event summaries or reports.
• Identify and communicate routine issues or areas for improvement to more senior staff.
• Prepare and coordinate distribution of event and promotional materials including programs, signage, invitations, communications, and feedback surveys.
• Support event promotion efforts using established communication channels such as websites, email, and social media.
• Assist with implementing and maintaining event registration processes, including use of online systems.
• Maintain attendee databases and scheduling systems to ensure accurate event information.
• Prepare and process event-related documentation including invoices, work orders, requisitions, and related paperwork.
• Maintain organized event files, records, and documentation in accordance with established procedures.

Skills

Event planning

Coordination

Communication

Budgeting

Education

Bachelor's degree in a related field

Job description

California State University, Stanislaus in Turlock seeks an Event Conference Planner I - On-Call to support fundraising and campus-wide events. The position assists with planning, coordination, and execution of events and conferences, providing on-site support and post-event follow-up while maintaining records and budgets.

Under supervision, you will work with vendors, campus partners, guests and stakeholders; develop event timelines, manage registration, seating, and logistics, and help with