Event Specialist (Event Conference Planner II)

California State University, Chico; San Diego (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

San Diego State University is seeking an Event Specialist to support commencement, presidential events, and major university ceremonies with a focus on operations. You'll collaborate with academic colleges, campus partners, vendors, and volunteers to plan timelines, staffing, rehearsals, on-site execution, and logistics from planning through event day.

Experience in coordinating large-scale events, managing timelines, and resolving on-site issues is valued; this role offers opportunities to

Responsibilities

• Coordinate graduate assembly, line-up, processional logistics for commencements.
• Plan and coordinate undergraduate and graduate receptions from preparation through on-site execution.
• Develop event timelines, staffing plans, checklists, signage, and operational materials.
• Support ceremony registration, graduate check-in, rehearsals, and on-site troubleshooting.

Job description

Event Specialist (Event Conference Planner II)

Position Summary

Join San Diego State University as an Event Specialist and help bring some of the university's most memorable celebrations and ceremonies to life! In this role, you'll support the planning, coordination, and execution of SDSU commencement, presidential events, and major university ceremonies, with a primary focus on commencement operations.

Working closely with academic colleges, Graduate Studies, campus departments, vendors, and volunteers, you'll coordinate everything from graduate participation and ceremony logistics to staffing, rehearsals, and on-site event execution. This is a great opportunity for someone who enjoys event planning, thrives on organization, and takes pride in creating smooth, meaningful experiences for students, families, and the SDSU community.

Key Responsibilities:

Commencement Planning & Operations

• Coordinate graduate assembly and line-up, processional logistics, and other operational aspects of SDSU commencement ceremonies.
• Plan and coordinate undergraduate and graduate Outstanding Graduate receptions, from preparation through on-site execution.
• Develop event timelines, staffing plans, checklists, signage, and operational materials.
• Support ceremony registration, graduate check-in, name-reading technology, rehearsals, and on-site troubleshooting.

Academic & Campus Coordination

• Work with academic colleges, Graduate Studies, and campus partners to coordinate ceremony participation and logistics.
• Support Graduate Studies ceremonies, including faculty participation, hooding procedures, platform arrangements, and processional coordination.
• Prepare event communications, participant instructions, and planning materials.
• Track deadlines, deliverables, and operational details across multiple ceremonies.
• Work with venues and vendors on staging, photography, livestreaming, equipment, and production needs.
• Coordinate event supplies, purchasing, inventory, and related logistics.
• Help resolve operational issues during events to ensure smooth execution.

Presidential Events & University Ceremonies

• Support the planning and execution of presidential events and other major university ceremonies throughout the year.
• Develop event timelines, production documents, and logistical plans for assigned events.
• Collaborate with university departments and event partners to support successful event execution.

What We're Looking For:

We're looking for an organized, detail-oriented event professional who enjoys coordinating complex logistics, collaborating with others, and seeing events come together from planning through execution.

Experience in areas such as the following is especially valuable:

• Event planning, production, or coordination
• Large-scale events, ceremonies, or conferences
• Event logistics, timelines, staffing, and vendor coordination
• Volunteer or temporary event staff coordination
• Event registration, audiovisual, or production technology
• Higher education, commencement, or institutional events
• Managing multiple priorities and resolving event-related challenges

Why Join Us?

• Be part of milestone moments – Help deliver commencement ceremonies and celebrations that recognize the achievements of SDSU students and graduates.
• Work on a variety of university events – Support commencement, presidential events, receptions, and other university ceremonies.
• Bring events together behind the scenes – Coordinate the people, logistics, and details that make large-scale events run smoothly.
• Collaborate across SDSU – Work with academic colleges, campus departments, vendors, volunteers, and event professionals throughout the university.

As part of the California State University (CSU) system, San Diego State University helps power one of the largest and most impactful public university systems in the nation. See what it’s like to work at the CSU—watch our video and imagine your future here: Working at the CSU