Events and Conferences Coordinator

Events and Conferences Coordinator

Final date to receive applications: 5 November 2026

Department: Event Services

Employment Type: Full Time

Location: Diaz Compean Student Union

Compensation: $34 - $42 / year

Position Overview

The Student Union, Inc. is a 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

Mission

The Student Union, Inc. of San Jose State University supports the development, growth, and well‑being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Job Summary

Under supervision of the Associate Director, responsible for the scheduling, clerical and administrative functions for the Event Services, SRAC, Event Center and other Student Union locations. Assists with events coordination, prepares diagrams as assigned and event confirmations for Student Union events and operations to include daily event activities support.

Essential Functions and Tasks

• Consults with customers for the Compean Student Union Building (SU), the Provident Credit Union Event Center (PCUEC), and the Spartan Recreation and Aquatic Center (SRAC) concerning space reservation needs to determine suitability for requested activities, and assign rooms in the SRAC facility, Event Center, SU and non‑academic spaces in other campus locations as needed.
• Informs clients regarding spaces assigned, policies and procedures, and deadlines relative to reservation processes, verbally and or in writing.
• Notifies Event Services Directors, and appropriate managers or users regarding coordination of event needs and activities for space reservations. Meets with customers regarding use of room space, including planning, and confirming room dimensions. Prepares diagrams for event spaces as assigned.
• Prepares daily event reports for SRAC, EC and SU operations staff and other users.
• Prepares event confirmations and estimated costs for Student Union locations and follows through completion of signatures and other event forms required.
• Compiles lists of individuals and groups requesting activity space for the SRAC & EC.
• Maintains records of available space, space used, and cancellations.
• Creates and maintains master calendar of all reservations for SRAC & EC. Maintains and distributes calendars of scheduled events and activities.
• Assists with processing event insurance for Student Union events and other locations.
• Prepares A‑frame maps for Student Union event signage and communicates to event operations team for placement of directional signs.
• Assists with the clerical and administrative functions of the Event Services Office and supports student assistants.
• Demonstrates excellent customer service, promptly responds to all customer needs.
• Ensures strict adherence to all Student Union cash handling and accounting policy and procedures.
• Assists with providing clients with tours of the Student Union event spaces.
• Performs other job‑related duties as assigned.

Minimum Qualifications

• Requires a Bachelor’s Degree in a related field or an AA degree with 2 years of experience working in an administrative supportive role.
• 1 year of supervisory experience.

Preferred Qualifications

• Experience with in a university community, including student unions, student activities, and residence life or student development.
• Experience in a large, non‑profit corporation.
• Must have current First Aid and CPR certifications, and Blood Borne Pathogen training, or acquire them during the first six months of employment (which can be accomplished through Student Union staff trainers).

Knowledge, Skills, and Abilities (KSAs)

• A good understanding of event scheduling and facility operations.
• Demonstrated experience in organizing, prioritizing, and coordinating work…