Job Details

Overview

Sonoma State University is seeking a detail-oriented and service-focused Event Specialist to join the Conference and Event Services team. This role supports the planning and coordination of events for students, staff, faculty, and external guests. The team values collaboration, adaptability, and a thoughtful approach to improving processes and enhancing the overall client experience.

Job Summary

Reporting to and under the general supervision of the Associate Director, Conference and Event Services, the CES Event Specialist initiates, coordinates, and executes a variety of administrative and analytical tasks in support of Conference and Event Services accounts. The incumbent is responsible for preparing agreements and contracts, maintaining account relationships, overseeing development, evaluation, and coordination of an event setup to arrival, inputting data into campus scheduling software, catering software, project management software as well as various spreadsheets and forms, recommending product and service enhancements, adhering to internal communication methods, following customer service standards and coordinating product and service deliveries. The incumbent is expected to use independent judgement to make decisions, interpret and apply department, division, campus and system-wide policies and procedures, perform research when needed, prepare and analyze budgetary and other financial reports, provide support documentation and provide general office assistance in support of the office. Assignments require handling of multiple work priorities and accountability for own work results. The position requires a significant amount of customer contact and information coordination and contacts involve interaction with all levels inside and outside the university, and may include dealing with sensitive and confidential information.

Responsibilities

• Coordinate and support event planning activities for university events, ensuring timely delivery of services to students, staff, faculty, and external guests.

Key Qualifications

• A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge and experience in event and conference coordination is preferred.
• Intermediate proficiency with computers and Microsoft Office applications is required.
• Knowledge of Google Suite, PeopleSoft and a variety of web-based scheduling packages such as 25Live, Social Tables, Trello, and Caterease is preferred.

Salary and Benefits

This is a full-time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period. The CSU Classification Step Range for this position is $4,799 - $6,992 per month (step 1 - step 20). Step placement will be determined based on relevant qualifications and professional experience. Step placement upon appointment is not expected to exceed Step 1, $4,799 a month. This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 15 paid holidays are offered each year. Sonoma State University is also a Public Service Loan Forgiveness Program (PSLF) Employer. A comprehensive benefits summary for this position is available online by clicking here to be taken to the CSU benefits page. This position is offered under the CSU classification and salary structure in effect at the time of posting. Please note that the CSU compensation system for this classification will transition to a step-based structure following implementation effective October 1, 2025. Employees in this classification will move to the step system and the Event and Conference Planner classification after hire, in accordance with CSU guidelines. For eligible employees, CSUEU collective bargaining agreement Article 17.10 will be honored.

Supplemental Information

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. Mandated Reporting: This position may be 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 as a condition of employment.

CSU Out of State Policy - Sonoma State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position. Sonoma State University is not a sponsoring agency for staff positions (i.e. H-1B visas). Positions are posted for a minimum of 14 calendar days. For questions related to the application process, please reach out to ...@sonoma.edu. The ADA Coordinator is also available to assist individuals with disabilities in need of accommodation during the hiring process. Sonoma State University's Annual Security Report includes summaries of institutional policy relating to campus safety, drug and alcohol use, sexual assault, and other matters. The report is published in compliance with the Clery Act and includes three years of certain crime statistics that occurred in Clery Act defined geography. The report may be requested in person by emailing the Clery Compliance and Safety Office. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report is available for viewing online. The purpose of this report is to disclose statistics for fires that occurred within Sonoma State University student housing facilities and to distribute fire safety policies and procedures. A paper copy of the AFSR is available upon request by contacting the Residential Education and Campus Housing. This information is provided for applicants.Application Close: Open Until FilledThis description is for the position and no longer includes external postings. To apply, refer to the official Sonoma State employment page.