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Events Specialist

Apply now Job no: 507549
Department: Student Affairs
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

    • Position Summary
    • (Classified as: Administrative Analyst/Specialist, Exempt I)

      Full-time position available on or after March 1, 2022 for Student Affairs.

       

      Under the general direction of the Assistant Vice President for Operations, Planning and Assessment the Events Specialist initiates, coordinates and executes a variety of administrative and analytical tasks in support of new and existing events, retreats, conferences and meetings sponsored by the Division of Student Affairs, departments within Student Affairs, and/or select University events. The incumbent performs a wide variety of administrative tasks of a responsible and difficult nature requiring independence, judgment, and the application of a comprehensive knowledge of a variety of policies and procedures.

      The position requires a significant amount of contact with a wide range of internal and external individuals and groups and must communicate with these parties in a timely and appropriate manner. Responsibilities include ensuring events align with institutional and divisional priorities, arranging and/or writing agreements and contracts, establishing and maintaining relationships, facilitating planning workgroups, and the oversight of events from development through post event assessment. The position requires that the incumbent be skilled in project management, communication planning, data collection and analysis, budgeting, and teamwork and collaboration.

       

    • Job Duties
    • Duties include but are not limited to:
      • Provides divisional oversight and support to events, meetings, retreats and conferences.
      • Serves as a central resource to departments within the division providing resources and information to support their planning activities.
      • Support focuses in the areas of planning, research and analysis, and communication and messaging.
      • Directly responsible for planning both the annual Commencement and Convocation ceremonies.
      • Liaison with departments within the Division of Student Affairs to assist with event project management including: event scheduling, reduce duplicative programs, ensure events are timely with adequate time for advertising and marketing and that events align to university, division and department priorities and student learning objectives.
      • Evaluate each event to determine if there is a need to acquire special permitting from the campus or external organizations (i.e. Department of Alcoholic Beverage Control, State Fire Marshal’s Office, University Police, Engineer Renderings, Codes and Ordinances, etc.).
      • Budget, track and control direct I indirect event expenditure accounts to ensure proper accounting and to stay within the budget.
      • Ensure that all invoices/purchase requisitions are processed in accordance with reporting and timeline set forth by the university.
      • Work with the Student Affairs Senior Budget Analyst to track expenses and forecast event costs.
      • Responsible for the timely creation of event details and data entry of schedules of events into applicable software systems including but not limited to: 25Live, Microsoft Office Calendars, Marching Order, EAB, and Campus Groups.
      • Attend various committee and workgroups, including: University Events Workgroup, Student Life Events Committee, Commencement Committee, S.A.F.E. committee, etc.
      • Act as the Vice President’s designee to review and approve department event requests as requested and required by the University.
      • Review, determine and delegate event management to event personnel, including volunteers.
      • Issue a call for volunteers to the campus community and facilitate training and disseminate of event information as needed.
      • Participate in the continual development and updating of departmental training.
      • Research specialized needs for each event to evaluate if the event aligns with division and university strategic priorities and audience demographics.
      • Analyze event information provided and applying all application policies and procedures applicable to the event.
      • Analyze budgets to create event and catering cost projections that meet available funding.
      • Review budget requirements to ensure new events/projects align with available funding.
      • Create and administer a wide range of pre and post event information to assessment event feasibility and inform planning practices.
      • Utilize direct and in-direct communication and survey tools to make informed recommendations to campus leadership and colleagues.
      • Contribute to the development and/or adaptation of university policies, departmental procedures, and event-related guidelines, provide.
      • Assure that all event participants, volunteers, vendors, etc. are aware of, and agree to follow, University policies and procedures associated with event participation.
      • Develop successful working relationships and act as a liaison to internal and external service providers, and membership of the campus community.
      • Provide information and resources within the Division of Student Affairs to assist department as they begin the event planning process.
      • Support the planning, coordination, and execution of programs and events, catering, service providers and the use of on-campus and off-campus facilities.
      • Work with Student Affairs and University Communications graphic designers and communication specialists to create event multi-media communication plans.
      • Serve as the chair of the respective planning committees and oversee event from planning to post-event de-brief.
      • Schedule monthly Commencement Committee meetings, delegate tasks to members of the committee.
      • Create and oversee the annual Commencement project plan. Assign tasks and responsibilities by area identifying leads and timelines.
      • Annually initiate processes to select the Vasche Award, Student Speakers, Student Marshals.
      • Work with vendors to arrange staging, light, sound, porta-potties, barricades, stanchions, concessions, flowers, etc.
      • Serve as the chair of the respective planning committees and oversee event from planning to post-event de-brief.
      • Schedule planning meetings with each Dean to discuss their college-specific program.
      • Responsible for scheduling and planning other Student Affairs Division events such as the Student Affairs information day, employee recognition events, monthly divisional meetings, retreats, etc.
      • Other duties as assigned.

    • Minimum Qualifications
    • Education: Equivalent to a bachelor’s degree OR a combination of education and experience which provides the required knowledge and abilities.

      Experience: Minimum of three years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

    • Preferred Qualifications

      • Experience working in a Higher Education setting.
      • Excellent customer service skills and phone etiquette.
      • Strong project management skills and detail oriented.
      • Demonstrate strong verbal and written communication, email and event summaries.
      • Ability to effectively prioritize workload on multiple projects and events simultaneously.
      • Successfully perform in a high stress, fast-paced environment.
      • Accept changes with short notice and tolerate frequent interruptions.
      • Work cooperatively and collaboratively with a culturally diverse population of people.
      • Portray professional presence through superior communication, presentation, promptness and appearance.
      • Excellent proof-reading skills a plus.
      • Normal working hours of Monday-Friday, 8:00a.m.-5:00p.m. with the ability to adapt the daily schedule to work evening and/or weekend hours upon occasion with advanced notice.
      • Familiarity with CSU, State of California, Stanislaus County and other regulatory agencies guidance and regulations.
      • Ability to operate an electric cart.

    • Knowledge, Skills, Abilities

      • General knowledge and skills in the applicable administrative and/or program field and a foundational knowledge of public administration principles, practices, and methods.
      • Knowledge of and ability to apply fundamental concepts.
      • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
      • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
      • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
      • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
      • Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
      • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
      • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
      • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to make independent decisions and exercise sound judgment.
      • Ability to anticipate problems and address them proactively.
      • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
      • Ability to compile, write, and present reports related to program or administrative specialty.
      • Ability to train others on new skills and procedures and provide lead work direction.

    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
      https://calstate.policystat.com/policy/9779821/latest/
    • Physical Requirements

      • Typical office functions including sitting, standing, bending and walking.
      • Ability to sit or work at a computer terminal for extended periods of time.
      • Ability to travel across campus to other offices and buildings
      • Ability to be outside for extended periods of time during an event.
      • Ability to lift 25 pounds (event equipment, etc.)

    • Salary Range
    • Anticipated salary will be $3,897 – $4,287 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Analyst/Specialist, Exempt I range: $3,897 - $7,051 per month)

    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 9) Benefits Summary: CSU Employee Benefit Summary

    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.

       

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

    • Application Deadline
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER JANUARY 20, 2022 (Applications received after the screening date will be considered at the discretion of the university.)

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • 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 the Jeanne 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 (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 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 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

       

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