Commencement & Academic Affairs Events Planner

Position Purpose

The incumbent independently plans, develops, coordinates, implements, and evaluates large-scale, complex, and high-profile events that support university traditions, institutional priorities, academic initiatives, executive engagement, and strategic goals.

Duties & Responsibilities

• Serve as the university's lead planner and project manager for Commencement ceremonies, University Week, and other major institutional events, overseeing the comprehensive planning, coordination, and execution of high-profile programs that support university traditions, engagement, recognition, and strategic priorities.
• Independently develop and manage master project plans, procedures, production timelines, event schedules, operational workflows, and implementation strategies to ensure successful execution of complex events and activities and ensure adherence to university traditions, executive expectations, and institutional standards.
• Collaborate with Academic Affairs, Student Affairs & Strategic Enrollment Management, Facilities Management, Public Safety, Information Technology, Marketing and Communications, and other campus departments to coordinate event requirements, resources, and operational support.
• Consult with campus leadership and event stakeholders to establish event objectives, themes, programming elements, ceremonial protocols, timelines, and resource requirements.
• Cover all event logistics including venue preparation, staging, seating configurations, accessibility accommodations, audiovisual production, parking, transportation, security, emergency planning, registration processes, and crowd management.
• Coordinate communications and logistics for faculty participants, student speakers, platform party members, honorary guests, dignitaries, volunteers, sponsors, community partners, and external stakeholders.
• Coordinate vendor selection and management for event-related services including audiovisual production, rentals, photography, printing, catering, transportation, entertainment, and other contracted services.
• Coordinate event communications, invitations, promotional materials, signage, programs, participant registration, and event-related publications.
• Monitor event readiness and serve as on-site event manager during major institutional events, resolving complex issues, implementing contingency plans, and ensuring successful event execution.
• Build and maintain collaborative relationships with campus departments, community organizations, sponsors, vendors, and external partners to support event objectives and enhance participant experiences.
• Assess event effectiveness through attendance data, stakeholder feedback, operational reviews, and performance metrics; prepare post-event evaluations and implement recommendations for continuous improvement.
• Plan and manage executive-level events, meetings, delegation visits, forums, conferences, recognition ceremonies, receptions, and special programs sponsored by Academic Affairs and/or the Provost's Office.
• Support special projects and institutional initiatives assigned by the Provost, requiring independent planning, coordination, research, and implementation.
• Develop detailed project plans and coordinate all event components including facilities, catering, technology support, guest management, communications, and event production.
• Develop and maintain event management procedures, planning documents, operational guidelines, and process improvements.
• Provide lead work direction to administrative support staff, student assistants, volunteers, event staff, and vendors involved in event planning and implementation.

Required Qualifications

• Equivalent to a bachelor's degree in a related area and four (4) years of relevant experience.
• Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year-for-year basis.
• An advanced degree in a related field may be substituted on a year-for-year basis.
• Possession of a valid driver’s license or the ability to obtain by date of hire.
• Advanced knowledge and understanding of event and conference planning and management principles, concepts, and best practices.
• Demonstrated competence in independently applying advanced judgment to resolve difficult and complex problems and issues.
• Advanced analytical and organizational skills to organize, prioritize and manage the successful completion of large or complex events/conferences within budget constraints.
• Advanced interpersonal skills, including political acumen to build partnerships and communicate effectively across a large array of stakeholders.
• Ability to effectively present ideas and successfully facilitate contract agreements.
• Ability to effectively lead, train, and mentor the work of others.
• Advanced skill to appropriately use technology and relevant event planning and management tools.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Preferred Qualifications

• Master's degree in Event Management, Hospitality Management, Public Administration, Business Administration, Higher Education Administration, Communications, Marketing, or a related field.
• Professional certification in event management, meeting planning, project management, hospitality management, or a related field (e.g., CMP, CSEP, PMP).
• Experience planning and managing large-scale commencement ceremonies, academic ceremonies, conferences, or university-wide events in a higher education environment.
• Experience coordinating executive-level events and programs involving senior administrators, governing boards, elected officials, donors, community leaders, or other distinguished guests.
• Experience managing complex event budgets, contract administration, procurement processes, and vendor negotiations.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Physical Demands

LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

Environmental Factors

Drives motorized equipment.

Special Conditions Screening

Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

Background Check

Satisfactory completion of a background check (including a criminal records check) 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.