Events Coordinator

Job Details•Pomona, CA

19h

About The Position

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. The Office of the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external relations, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation which serves as the official entity to receive and manage all contributions to the University. As one of the main components of the division, the department of Events and Special Projects serves to create, develop, and implement various events and activities that serve as a backdrop to stimulate the involvement of the university's ever growing support base comprised of alumni, parents, current donors, friends, industry associations and numerous others. Events and Special Projects support major university, divisional, and presidential events and events held on campus for outside constituencies on a consistent basis by strategically planning, developing, and implementing a variety of functions and programs.

Requirements

Combination - Bachelor's degree in a related field.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year-for-year basis.
Two years of relevant experience.
Working knowledge and understanding of event and conference planning and management principles and current best practices.
Demonstrates competence in independently applying judgment to resolve non-standard problems and issues.
Includes interpretation of applicable regulations, standards, and guidelines.
Strong analytical and organizational skills to plan, organize, prioritize, and manage the successful completion of events/conferences within time and budget constraints.
Strong communication and interpersonal skills to effectively manage multiple stakeholder relationships and guide the development of appropriate communication and promotional materials.
Ability to effectively lead and train other professionals, less experienced staff, student employees, and volunteers.
Knowledge of procurement, budgeting and accounting principles and processes.
Proficiency in using event planning software and financial systems.

Nice To Haves

Experience working in special events desired.
Proficient written and oral communication skills and the ability to accommodate people and deal diplomatically with a diverse and broad population and various levels of temperament.
Strong organizational skills and the ability to coordinate multiple activities in a fast-paced and stressful environment.
Ability to take initiative and assess situations to satisfy needs of events and donors.
Ability to establish and maintain effective working relationships in a team environment with on and off campus individuals.
Ability to demonstrate accepted business and professional etiquette in all dealings with a diverse population reflecting a high standard of professional conduct and integrity.
Ability to work beyond an eight-hour day and on weekends when needed for an event.
Volunteer Management Experience
Event Design Experience
Must be familiar with 25Live program
Professional and pleasant demeanor on phone and in public.
Ability to occasionally drive private automobile to events held off-campus.
Ability to drive electric cart on-campus for various errands and events.
Making decisions in 25 Live that can possibly effect large scale campus events
Volunteers: Understand policies and procedures around job classifications (exempt/non exempt) for staff members who sign up to volunteer during and after regular operating hours.

Responsibilities

Special Events Duties
The University Events Office coordinates various events for the President, the Division of University Advancement, University Development, and the Donor Relations and Stewardship offices.
These constituents include donors, prospects, faculty/staff, government officials, alumni and other special guests of the university.
With all of these various events, the position assists in the coordination and implementation including: development of invitation lists, preparing and mailing invitations, accepting calls and emails, tracking responses for the various events, preparing payments for event vendors, and ordering event supplies specific for particular events as needed.
Work is performed independently under general direction related to goals.
Researches and follows through with varying levels of assignments associated with special events such as investigating background data on performers, venues, caterers, and print materials.
Creating and building event web pages within the Raisers Edge’s BBNC environment.
Confirm all event registrants and ensure that all information in Raisers Edge is correct including but not limited to contact information, tracking comments, etc.
Ensures clarity, editing and organizing is confirmed when sharing detailed event information.
List management within Raisers Edge, including but not limited to creating detailed reports and RSVP lists for development officers, alumni staff, etc., gathering and organizing information including survey questions, poll responses, etc.
Independent decisions on day-to-day operations are made.
Specialized policies and procedures are interpreted and applied.
Maintains, updates, monitors, and tracks events and registration information in Raiser's Edge.
Prepares various spreadsheets tracking various elements of event-related information from RSVP lists, event check-in and event budgeting.
Maintains individual events and purchasing budgets, tracking expenses and quotes, initiating and processing purchase orders/expenditures for all events in a timely manner.
Will monitor ticket sales, sponsorships or other income that is processed via Raiser’s Edge.
Use of Canva to support the Office of Events with designing event invitations.
Create and edit various event communications from event reminders, name badges and save the dates.
Will create signage to support events from A-frame, stakes and banners and various other event communication items.
Supports with the design and editing for the Events Department website.
Work with campus partners to maintain and update information that supports campus events.
Knowledge of Cascade preferred.
Participates in pre-event and post-event department meetings to review programming, special needs, timelines, and effectiveness of the event and address any issues that occurred.
Attends events on and off-campus and assists with site set-up and tear-down, registration and check-in, nametags, ticket sales, and any special needs of guests.
Ensures the smooth operations of events and troubleshoots any problems taking the initiative to assess and solve.
Interacts with high-level donors and guests at events to ensure the needs of all in attendance are met.
Will interact at the highest levels within and outside university, often in sensitive interpersonal situations, while ensuring compliance with CSU nondiscrimination and equal opportunity policies.
Coordinates and acts as a lead for event volunteers at events providing them with direction, guidance, and assignments on tasks required.
The Events Coordinator will assist and support the Commencement Coordinator with duties including but not limited to registration, ticketing and logistics.
The Events Coordinator is required to work during commencement.
The Events Coordinator will support the License of Facilities Specialist with processing payments, answering emails and phone calls.
In addition, will support with overseeing the setup, teardown and daily event activities of third-party events and activities.
Campus Wide Volunteer Coordination
In partnership with the Event Specialist recruit, train, schedule on campus volunteers/ambassadors for high profile campus events including but not limited to: commencement, open house, convocation, etc.
Work closely with on campus partners and oversee and execute registration system for volunteer coordination for on campus events
25 Live
Monitor and review all campus event reservations in 25 Live to ensure accuracy, safety proper protocol, are met.
Ensure proper departments are notified including but not limited to: parking, risk management, environmental health and safety, facilities, police, safety management, etc.
Communicate with campus constituents to ensure accuracy with event submittals and maintain a system of follow up and accountability for campus constituents with event requests.
Oversee daily event activities on campus monitoring for proper use of space, confirm setup requirements and ensure that campus events and activities are meeting campus policies and procedures.
Office Coordination/Administrative Duties
Supports the department's student assistants to include day-to-day direction and scheduling of work hours.
Maintains and tracks the use of the electric carts and maintenance schedule.
Maintains and tracks use of all events office inventory items including such things as easels, frames, directional signs, flags, and other event supplies borrowed by various departments and colleges.
Monitors all event storage locations, maintain inventory lists and organization of supplies.
Monitors and schedules banner and poster printing requests by various departments/persons on campus and is the key point person for this function.
As an integral part of this process, the Special Events Coordinator must have complete and thorough knowledge of how to operate and maintain the banner printer/plotter.
Will troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Will understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Orders office and event supplies as needed and maintains inventory of supplies to ensure timeliness to support event execution.
Budget
Knowledge in using office software packages, technology, and systems.
Initiates purchase orders, payment requests, disbursement vouchers and requisitions for payment to ensure accuracy in ordering, reimbursing and invoicing of all funds for events.
Will effectively write and present own reports directly for events office based events.
Support the Executive Director of University Events and events department with processing all travel documents and submittals.
Knowledge of the Concur system and the processing of supporting documentation for all travel needs.
Prepares and makes deposits for event-related fees or other income such as sales at the events and determines the correct fund and object code for the deposit.
Other duties as assigned