Event Specialist (Event Conference Planner II)

Fowler College of Business at San Diego State University; San Diego (CA); Hybrid; USD 52,000 - 75,000; Full time

Benefits offered by this job

Generous time off

CalPERS retirement

Tuition waiver for employees

Job summary

San Diego State University is seeking an organized Event Specialist to support commencement operations and major university ceremonies. You will coordinate graduate participation, staffing, rehearsals, and on-site execution, working with colleges, Graduate Studies, departments, vendors, and volunteers.

The role focuses on planning, coordination, and flawless execution of events, with a telecommuting option up to 4 days per week after training.

Qualifications

• Knowledge of professional event planning and production principles, practices and techniques.
• Strong written and verbal communication skills.
• Ability to coordinate volunteer recruitment, scheduling, training, and on-site assignments.
• Experience coordinating volunteers, staff, and vendors for large events.
• Ability to learn and use ceremony registration and related event technology platforms.

Responsibilities

• Coordinate graduate assembly, line-up, and processional logistics for SDSU commencements.
• Plan and coordinate receptions and on-site execution from preparation to delivery.
• Develop event timelines, staffing plans, checklists, and operational materials.
• Support ceremony registration, graduate check-in, and rehearsals with on-site troubleshooting.
• Coordinate volunteers, vendors, and venues for events.

Skills

Event planning

Communication

Volunteer coordination

Vendor coordination

Timelines/run-of-show

Staffing

Education

Bachelor's degree

Tools

Ceremony technology

Job description

Job no: 563607

Work type: Staff

Location: San Diego

Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Marketing/Communications, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

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.

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.

Volunteer, Vendor & Event Logistics

• Coordinate volunteer recruitment, scheduling, training, assignments, and on‑site staffing.
• 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.

Position Information

• This is a full‑time (1.0 time‑base), benefits eligible, permanent/probationary position.
• This position is designated as exempt under FLSA and is not eligible for overtime compensation.
• Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs (Ability to work occasional evenings, weekends, and other work outside of normal business hours is required to support events and departmental needs).
• This position is eligible for telecommuting up to 4 days per week, following a training period during which on‑site presence is required.

Department Summary

University Relations and Development (URAD) shares the university’s vision and mission underscored in the SDSU strategic plan. Units of URAD work together to create enduring relationships with alumni, parents, donors, students and the community to generate private support for SDSU students, faculty and a diverse number of programs. URAD handles a range of services encompassing stewardship, events, gift administration, communications and more. The departments of Development, SDSU Alumni, Planned and Annual Giving, Special Events and Donor Relations, Marketing and Communications, Financial Management, Data Management, Prospect Research and Management and Operations are making a tangible difference in the lives of more than 40,000 students.

Our fundraising success can be credited to the university’s goal of building a world‑class university campus, research center, and multi‑use stadium in Mission Valley to serve higher education, the public good, and the community’s goals and aspirations.

SDSU has been recognized several times for its exceptional development program by the Council for Advancement and Support of Education (CASE). With the support of loyal donors and in collaboration with SDSU’s visionary faculty and staff, the university cultivates lifelong relationships with more than 500,000 alumni, friends, and community members—advancing SDSU’s mission for generations to come.

For more information regarding University Relations and Development, click here.

Education And Experience

Bachelor's degree in a related field and two years of relevant experience. Additional 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. An advanced degree in a related field may be substituted for the required experience on a year‑for‑year basis.

Key Qualifications

• Knowledge of professional event planning and production principles, practices and techniques, including planning, scheduling, logistics, staffing, vendor coordination and on‑site execution.
• Strong attention to detail and demonstrated ability to independently coordinate multiple event workstreams, priorities and deadlines and to anticipate and address operational issues.
• Strong written and verbal communication skills and ability to serve as an effective operational liaison with campus departments, academic units, venues, vendors, volunteers and other internal and external partners.
• Ability to coordinate volunteer recruitment, scheduling, training, and on‑site assignments and provide lead work direction to volunteers and temporary event personnel.
• Ability to learn and effectively use commencement registration, name‑reading and related event or ceremony technology platforms.
• Strong computer skills, including Microsoft Office and Google Workspace, and ability to coordinate event vendors, purchasing, inventory and production logistics within established university procedures.
• Preferred
• Experience planning and producing large‑scale, complex, or high‑visibility events involving multiple stakeholders, vendors, schedules, and operational workstreams.
• Experience working in higher education, government, nonprofit, institutional, or similarly structured environments.
• Experience coordinating volunteers, student employees, temporary event personnel, or other event staff, including assignments, training, and on‑site direction.
• Experience developing event timelines, run‑of‑show documents, staffing plans, registration processes, or using event and ceremony technology platforms.

Licenses/Certifications Required

Valid California Driver’s License or the ability to obtain one within 30 days of hire.

Compensation And Benefits

San Diego State University offers competitive compensation and a comprehensive benefits package designed to support your well‑being and professional growth.

Compensation

• Initial step placement is not expected to exceed Step 7 ($5,200/month).
• Salary step placement for internal applicants will follow the CSUEU Collective Bargaining Agreement.
• CSU Classification Salary Range: $4,617-$6,727 per month (Step 1-Step 20).
• Future increases, including step advancements, are subject to contract negotiations.

Full Benefits Package Includes

• Generous Time Off: 15 paid holidays, vacation, and sick leave.
• Retirement: CalPERS pension plan with retiree healthcare, and reciprocal agreements with other California public retirement systems, including the UC.
• Health Coverage: Medical, dental, and vision options at low or no cost.
• Education Support: CSU tuition fee waiver for employees and eligible dependents.
• Optional Offerings: FlexCash, life and disability insurance, legal and pet plans.
• Campus & Community: Access to the library, campus events, employee groups, and volunteer and social activities.

Our benefits are a significant part of total compensation. Learn more at the SDSU Benefits Overview.

SDSU Values

At SDSU, our diversity gives us power and benefits every single member of our community. Consistent with California law and federal civil rights laws, SDSU provides equal opportunity for all in education and employment. We encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. We strongly preserve the right to free expression and encourage difficult conversations that help lead to improved individual and community learning and cohesion.

Principles of Community

At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university.

Equal Opportunity and Excellence in Education and Employment

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, San Diego State University (SDSU) provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university