Event Coordinator; Events and Conference Planner II

Event Coordinator (Events and Conference Planner II)

Job no: 562025
Work type: Staff
Location: San Diego
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Summary

Are you an experienced event professional who enjoys turning complex plans into seamless, high-impact experiences? The College of Arts and Letters is seeking an Event Coordinator to independently plan and execute a diverse portfolio of college events that support academic, development, and community engagement priorities. From donor and alumni gatherings to lectures, conferences, symposia, recognition programs, and other special events, this position takes ownership of assigned events from initial concept and planning through on-site execution and post-event follow-up.

Working as a central resource within the Dean’s Office, the Event Coordinator partners with college leadership, development and communications teams, academic units, campus partners, vendors, and external stakeholders. The role requires strong professional judgment, organization, and attention to detail, along with the ability to anticipate operational needs, manage competing priorities, and independently resolve issues while keeping leadership informed of significant changes, risks, and decisions.

Key Responsibilities:

• Event Planning & Execution: Independently manage assigned events from concept through completion, developing timelines, run-of-show documents, task assignments, and detailed logistical plans to ensure successful execution.
• Logistics & Vendor Management: Coordinate venues, catering, audiovisual services, accessibility accommodations, facilities, parking, transportation, equipment, security, staffing, and external vendors based on the needs of each event.
• Advancement & VIP Events: Partner with Development and University Relations on donor cultivation, stewardship, alumni engagement, and fundraising events, including guest management and donor/VIP protocols.
• Budget & Financial Administration: Develop event budgets and cost estimates, monitor expenditures, and coordinate contracts, purchasing, payments, reimbursements, deposits, permits, insurance, and other required approvals.
• On-Site Event Leadership: Serve as the operational lead during events, directing staff and vendors, monitoring event flow, troubleshooting issues, and making timely decisions to keep programs running smoothly.
• Stakeholder & Event Communications: Serve as the central point of coordination for assigned events, maintaining clear communication with leadership, event sponsors, campus partners, vendors, and communications teams throughout the planning process.
• Compliance & Continuous Improvement: Ensure events align with university fiscal, procurement, accessibility, risk management, safety, and advancement requirements while evaluating outcomes and identifying opportunities to improve future events.

As part of the California State University (CSU) system, San Diego State University helps power one of the largest and most impactful public university systems in the nation. See what it’s like to work at the CSU—watch our video and imagine your future here:
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Position Information

• Full-time, benefits eligible, permanent/probationary position.
• Position is designated exempt under FLSA and is not eligible for overtime compensation.
• Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.
• This position is approved for one day of telecommuting after an initial training period with onsite work in San Diego.

Department Summary

The College of Arts and Letters has 18 academic departments,…