Special Events Coordinator

California State University, Chico; Sacramento (CA); On-site; USD 52,000 - 60,000; Full time

Job summary

Sacramento State is seeking an experienced Special Events Coordinator to independently plan and execute university advancement events. You will develop concepts, work plans, and logistics, coordinating venues, vendors, contracts, and registration while monitoring budgets and communicating with stakeholders.

The role requires leading staff and student volunteers, ensuring adherence to university policies, and maintaining professional standards.

Qualifications

• Bachelor's degree in a related field; two years of relevant experience preferred.
• Strong knowledge of event and conference planning, coordination, and administration principles.
• Ability to manage budgets with attention to costs and contracts.
• Experience coordinating venues, vendors, registration, and on-site logistics.

Responsibilities

• Plan, coordinate, and execute university advancement events.
• Develop event concepts and work plans; manage budgets and scheduling.
• Coordinate vendors, contracts, and on-site logistics; supervise staff and volunteers.

Skills

Event planning

Budgeting

Vendor management

Leadership

Communication

Staff training

Procurement

Office software

Project coordination

Education

Bachelor's degree in related field

Tools

Microsoft Word

Microsoft Excel

Financial systems

Job description

Job no: 563497
Work type: Staff
Location: Sacramento
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Fundraising & Alumni Relations, Full Time, On-site (work in-person at business location)

Classification Title: Events and Conference Planner II

Priority Application Date (Posting will remain open until filled): Thursday, November 12, 2026 @ 11:55pm PT

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

Under the general supervision of the Manager of Administration and Finance, the Special Events Coordinator independently plans, coordinates, and executes University Advancement events. The position develops event concepts and detailed work plans; coordinates venues, vendors, contracts, registration, communications, technology, staffing, and on-site logistics; monitors budgets; and evaluates results. The coordinator works with campus leaders, departments, community partners, public officials, vendors, speakers, guests, and the media, and provides lead work direction and training to student employees and volunteers.

Based on the finalized event plan, the Special Events Coordinator ensures that the components are properly enacted by working closely with the selected (internal and external) service providers to develop clear and complete event specifications, contracts, and standards of service for the event; by monitoring service providers’ progress towards the agreed upon objectives and ensuring that costs remain within the established budget; and by maintaining regular communication with the Manager of Administration and Finance.

The position balances multiple priorities and is accountable for day-to-day results. It interprets event program requirements, university policies, procurement and financial procedures, and applicable guidelines; resolves non-standard operational issues using professional judgment.

FLSA: Exempt (Not eligible for overtime compensation)

Anticipated Hiring Range: $4,617 per month (Step 1) -$5,410 per month (Step 9)

CSU Classification Salary Range: $ 4,617 per month (Step 1) - $6,727.00 per month (Step 20)

Salary step placement will be determined based on relevant qualifications and professional experience.

Work Hours: Monday - Friday 8:00a.m. - 5:00 p.m. Work hours may vary depending on department needs.

Department Information

At Sacramento State, University Advancement collaborates closely with faculty, staff, alums, and communities nationwide to support and elevate key projectsand initiatives. Whether enhancing access to higher education or establishing innovation centers on campus, we're dedicated to empowering the nextgeneration and fostering meaningful progress.

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.

RequiredQualifications

• Working knowledge and understanding of event and conference planning, coordination, and administration principles and current best practices.
• Experience performing high-level, quality-oriented, customer-centric, and detailed duties while being dependable, proactive and responsive.
• Competence in independently applying judgment to resolve non-standard problems and interpret applicable regulations, standards, guidelines, policies, and procedures.
• Strong analytical and organizational skills to plan, prioritize, and complete multiple events or conference assignments within time and budget constraints.
• Strong written, verbal, and interpersonal communication skills to establish and maintain effective working relationships with multiple stakeholders and guide the development of clear communication and promotional materials.
• Ability to provide lead work direction and training to less experienced staff, student employees, and volunteers.
• Knowledge of procurement, budgeting, and accounting principles and processes, including purchase documentation, invoice review, expense tracking, and account reconciliation.
• Proficiency in using standard office software programs (e.g. Microsoft Word, Excel, etc.)
• Proficiency with event planning, registration, scheduling, web content, office productivity, and financial systems used to perform the work.
• Ability to work independently and collaboratively, adapt to changing priorities and deadlines, maintain confidentiality, and provide responsive customer service.
• Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.

Work Schedule Requirements

• Ability to work evenings and/or weekends as needed.

Physical Requirements

• Ability to occasionally lift, carry, transport, or position equipment/materials up to 25 lbs.

Conditions of Employment

• Satisfactory completion of the background check process.

PreferredQualifications

• Experience planning university, public-sector, or similarly regulated events.
• Experience coordinating ceremonies, professional education programs, conferences, or events involving senior leaders and high-profile guests.
• Coursework or professional training in event or conference planning.
• Knowledge of university infrastructure, procurement practices, policies, and procedures.

Documents Needed to Apply

• Resume

Failure to upload required documentation may result in disqualification.

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre park-like campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the "Farm-to-Fork Capital," is one of the most ethnically diverse and livable cities in the country, with a population of half of a million.

“As California's capital university, Sacramento State transforms lives by preparing all students to lead, serve, and succeed. We are committed to our designations as a Hispanic Serving Institution, an Asian American Native American Pacific Islander Serving Institution, and a Black Serving Institution, and to intentionally serving students reflective of these designations and all students who have been historically underserved in education.”

As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Equal Employment Opportunity

Equal Employment Opportunity
California State University, Sacramento is an affirmative action/equal opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

Jeanne Clery Campus Safety ActNotification:

Pursuant to the Jeanne Clery Campus Safety Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery .

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 ofCleryAct crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request by emailing the Clery Director at [e-mail] .

Under the Clery Act, this position may be designated as a Campus Security Authority (CSA) depending upon the role on campus and/or job duties. If this position is identified by the Director of Clery Compliance as a CSA position, you will be notified via email and will be assigned the appropriate training in CSU Learn.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.

Out of State Employment

Sacramento State, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.

Learn more about working at the California State University and the impact of our mission.

Advertised: Oct 29 2026 Pacific Daylight Time
Applications close: