Conferences & Events Coordinator

POSITION CODE: 7890 | Full-Time, Non-Exempt (Twelve months) | Available immediately

About the role

The Conferences & Events Coordinator provides “One Stop” professional-level event planning and execution, supporting the department in planning, organizing, and implementing events, conferences, and meeting functions university-wide. Reporting to the Associate Director of Conferences & Events, this position liaises with clients—including University departments, students, and external clients—to implement events and functions. The role involves instructing students on setups, overseeing equipment, and managing off-hour operations. Evening and weekend work is required (Tuesday–Sunday, 11:00 a.m.–8:00 p.m.) with flexibility.

Responsibilities

• Meets with clients and vendors to consult and confirm all event needs and requirements; clients include University departments, students, external clients, and summer conferences.
• Manages multiple events while maintaining high standards.
• Uses 25Live online reservation system to input and communicate event details to clients and University departments.
• Creates, produces, and updates facility diagrams for client and staff use during the event planning process.
• Collaborates with University departments such as Facilities Management, Harvest Table (catering services), Audio Visual Services, and external vendors to coordinate event needs for flawless execution.
• Serves as one of the office receptionists; answers phones and assists walk-up guests; responsible for general office maintenance.
• Handles event setups and breakdowns; ensures setups are done correctly, safely, and in a timely fashion; loads and transports equipment in truck and cart; unlocks and secures facilities as needed while managing department keys in the office and in the field.
• Checks in on events and provides professional event management to ensure client satisfaction and facility security.
• Maintains thorough knowledge of campus and community activities to provide accurate information.
• Adheres to all University, department, and safety policies and procedures.
• Performs other duties and special projects as assigned.

Requirements

• High school diploma or equivalent, supplemented with two years of additional coursework.
• Three years of experience in event planning and logistics or related experience, including handling multiple situations of varying complexity and time frames simultaneously and responding to high-stress situations calmly.
• Valid driver’s license and a current DMV printout with a good driving record. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment if currently out-of-state.

Skills

• Working knowledge and understanding of event planning and logistics.
• Ability to work on several tasks simultaneously.
• Effective organizational and project management skills.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills to effectively engage with diverse populations.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other applications.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to function well independently and as part of a team.
• Adaptability to change in a fast-paced environment.
• Competency in interacting with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements

• Standard office and field setting; duties performed outdoors for events and in an office environment.
• Requires weekend and after-hours schedules, including early mornings, late nights, and on-call availability.
• Regularly sits for long periods; walks frequently; travels to various locations for meetings and work.
• Uses hands and fingers to operate electronic keyboards or other office machines; reaches with hands and arms; stoops, kneels, or crouches to file.
• Lifts, carries, and/or moves objects typically weighing 10–50 pounds.

Pay

$19.12 per hour.

Schedule

• Full-time (40 hours per week).
• Tuesday–Sunday, 11:00 a.m.–8:00 p.m., with flexibility for evenings, weekends, early mornings, late nights, and on-call availability.