Community Events Specialist

CSU; San Jose (CA); On-site; USD 67,000 - 71,000; Full time

Job summary

San José State University seeks a Community Events Specialist to plan, coordinate, and support curricular programming, outreach, and community events, collaborating with faculty, staff, students, vendors, and external partners to deliver high-quality programs that advance the college’s mission and brand. Evenings and weekends may be required based on event schedules.

The role involves coordinating communications, marketing materials, and post-event analyses, plus supervising student assistants

Qualifications

• Bachelor's degree and/or equivalent training.
• Administrative work experience involving study, analysis, and/or evaluation leading to policy or program improvements.

Responsibilities

• Plan and coordinate outreach, events, and programs from concept to completion.
• Track event purchases, payments, reimbursements, travel documents, budgets, and expenses per policies.
• Collaborate with campus partners to ensure successful event execution and risk compliance.
• Develop event communications, marketing materials, guest lists, invitations, and post-event analyses.
• Hire, train, and supervise student staff while providing budget support.

Skills

Organization

Detail-oriented

Communication

Budgeting

PeopleSoft/Oracle

Interpersonal skills

Education

Bachelor's degree or equivalent training

Tools

PeopleSoft

Oracle reporting systems

Job description

Job Summary

The College of Humanities and the Arts is seeking a Community Events Specialist to plan, coordinate, and support curricular programming, outreach, and community events. Reporting to the Director of Resources and Operations, the Community Events Specialist works collaboratively with faculty, staff, students, vendors, campus partners, community leaders, and external stakeholders to deliver high-quality events that advance the College’s mission, vision, and brand. This position will support events ranging from small receptions and dinners to large-scale gala events. Evening and weekend work may be required based on event schedules.

Key Responsibilities

• Plan and coordinate College outreach, artistic excellence, and community events from concept through completion, including timelines, budgets, vendors, locations, staffing, contracts, marketing, invitations, programs, and post-event evaluation
• Process and track event-related purchases, payments, reimbursements, travel documents, budget allocations, and expenses in accordance with University and Tower Foundation policies
• Collaborate with faculty, staff, vendors, Facilities Development and Operations, the Events Center, Purchasing, and other campus partners to ensure successful event execution and compliance with University regulations and risk management guidelines
• Develop and coordinate event communications, marketing materials, website and social media content, guest lists, calendars, invitations, programs, reports, surveys, and post-event analyses
• Hire, train, and supervise student assistants while providing administrative, project management, customer service, and budget support to College departments and programs

Knowledge, Skills & Abilities

• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to perform accurately in a detail-oriented environment
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• General knowledge of University methods, procedures, and practices; English grammar, business writing, punctuation, and spelling
• Ability to compose and appropriately format correspondence and reports
• General knowledge of standard office technology and systems, and software applications such as word processing, spreadsheet, and database management
• Ability to learn PeopleSoft and Oracle reporting systems and extract financial information from mainframe financial or student systems
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the department
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
• Strong oral and written communication skills
• Must possess excellent customer service and public relations skills
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

Required Qualifications

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

Preferred Qualifications

• BA/BS related to disciples in H&A or business
• Four (4) years of related experience in office management, event management, project management and customer service
• Experience with computers, relational databases, and spreadsheets applications
• Experience in the supervision and training of staff and familiarity with university policies and department procedures

Compensation

Classification: Administrative Analyst/Specialist – Non Exempt
Anticipated Hiring Range: $5,967/month - $6,333/month (Step 12 – Step 15)
CSU Salary Range: $4,799/month - $6,992/month (Step 1 – Step 20)
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.

Contact Information

People and Culture
[e-mail]

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 [e-mail].

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 Officeor report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.

Advertised: Sep 11 2026 Pacific Daylight Time