Event Conference Planner I- On-Call

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

Event Conference Planner I- On-Call

Position Summary ~REVISED~

Hourly-intermittent temporary position available on or after September 7, 2026for Fundraising and Special Events. Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance. This position's responsibilities are carried out under direct supervision. The incumbent is responsible for supporting campus wide fundraising and event planning, coordination, and execution of events and conferences, performing routine assignments in accordance with established guidelines, standard practices, and university policies to ensure successful event implementation. The incumbent assists throughout the event cycle, including planning support, on-site coordination, and post-event follow-up, and provides administrative and financial support functions related to event operations, including processing documentation, maintaining records, and supporting purchasing and budget activities. This position will also collaborate with vendors, campus partners, guests and stakeholders.

Job Duties

• 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.
• 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

• Equivalent to a bachelor's degree in a related field.
• Relevant education and/or 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.

Preferred Qualifications

• Prior experience in a CSU or higher education setting.
• One (1) year of direct customer service experience in related setting, such as event, conference planning, sales or related area.
• 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).
• One (1) 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.
• One (1) year of experience coordinating events, conferences, or fundraising activities, including planning and execution support.

Knowledge, Skills, Abilities

• General professional knowledge of events and conference planning and management.
• Demonstrated communication and interpersonal skills to collaborate effectively with internal and external stakeholders and event attendees.
• Skill in following guidelines and providing input and feedback as required and applicable.
• Ability to work both independently as well as part of a team, with a customer and stakeholder service-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.
• Analytical and math skills to complete research and coordinate and reconcile financial accounts.
• Organizational skills to plan, organize, and prioritize work.
• Computer skills to appropriately use technology and relevant software packages as required.

Special Conditions

Position may be required to travel.

License or Certifications

Valid California driver's License.

Physical Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary Range

Anticipated starting salary will be $24.22 (step 1)per hour. Future increases, including step advancement, are subject to contract negotiations. Full$24.22(step 1) – $35.28(step 20) per month.

Additional Information

Campus & Area

California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

Clery Act Disclosure

Pursuant to theJeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act,the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. 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, revised 7/21/17, as a condition of employment.

Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at [phone]. California Relay Service is available at [phone] voice and [phone] TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

CSU Stanislaus 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 document form upon hire.

The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.

The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE