Event Conference Planner III

Job Description:

Event Conference Planner III

Description

• • Position Summary
  • Full-time position available on or after November 9,2026 for Fundraising and Special Events.
    This position’s responsibilities are carried out independently under general supervision, the incumbent is responsible for planning, organizing, and executing large and/or complex events and conferences that support university and divisional goals and objectives. The incumbent exercises advanced judgment throughout the event lifecycle, including event planning, logistics, budget administration, stakeholder and vendor relations, marketing, registration, and post-event evaluation while ensuring compliance with university policies, procedures, and applicable regulations. The incumbent develops and maintains collaborative relationships with campus partners, vendors, sponsors, and external stakeholders, resolves complex event-related issues, recommends process improvements to enhance operational effectiveness, and may provide lead work direction to volunteers, student employees, and event support personnel. Work is performed with minimal oversight while ensuring successful event implementation and alignment with organizational priorities.
    
    
  • Job Duties
  • Duties include but are not limited to:
    • Plan, organize, and execute complex events and conferences in accordance with university policies, procedures, and established best practices.
    • Facilitate all logistical aspects of events, including facilities, equipment, technology, staffing, scheduling, and event components to ensure successful execution.
    • Oversee event setup, on-site operations, and post-event activities to maintain efficient event operations.
    • Arrange operational requirements involving vendors, security, parking, facilities, catering, and other event-related services.
    • Develop, maintain, and adjust event timelines, project schedules, and implementation plans to meet changing priorities and deadlines.
    • Lead event implementation by anticipating challenges, resolving operational issues, and ensuring a positive participant experience.
    • Apply advanced knowledge of event planning principles, university policies, and operational procedures to address complex event-related matters.
    • Exercise independent judgment when evaluating options and resolving unique or sensitive event situations.
    • Develop and maintain collaborative relationships with internal and external stakeholders, vendors, sponsors, speakers, and attendees to support the successful planning and execution of complex events.
    • Facilitate communication among campus departments, vendors, and external partners to ensure event requirements and expectations are met.
    • Arrange speaker, VIP, and attendee accommodations, transportation, and specialized logistical needs.
    • Interpret university policies, procedures, and event requirements to provide guidance and resolve complex issues.
    • Provide lead work direction to volunteers, student employees, and event support personnel during event planning and implementation.
    • Resolve stakeholder concerns through proactive communication, sound judgment, and a customer-focused approach.
    • Develop event communications and promotional materials, including invitations, programs, signage, digital communications, and post-event surveys.
    • Implement marketing and promotional activities using university communication platforms, including websites, email campaigns, and social media.
    • Administer event registration processes and online registration systems to ensure accurate participant information and efficient event operations.
    • Maintain event databases, registration records, and scheduling systems to support planning, reporting, and operational continuity.
    • Prepare and process event-related documentation, including invoices, work orders, requisitions, contracts, and other administrative records.
    • Maintain comprehensive event documentation to support reporting requirements, compliance, and historical reference.
    • Analyze budget information and financial data to support event planning, vendor selection, and resource allocation.
    • Monitor event expenditures, reconcile financial records, and ensure compliance with university financial policies and procedures.
    • Prepare financial summaries, budget updates, and supporting documentation to facilitate informed decision-making.
    • Evaluate post-event financial outcomes and identify opportunities to improve fiscal planning and operational efficiency.
    • Review event metrics, attendee feedback, and operational data to identify trends and support future event planning.
    • Recommend process improvements that enhance financial accountability and operational effectiveness.
    • May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
    • At the direction of appropriate administrator, may provide support to other areas as needed.
    • The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
    • Other duties as assigned.
  • Minimum Qualifications
  • Education: Equivalent to a bachelor's degree in a related area and four years of relevant experience.
    Experience: Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above 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.
    
  • Preferred Qualifications
  • • Bachelor's degree in Event Management, Hospitality Management, Business Administration, Communications, Marketing, Public Administration, or a related field.
    • Three (3) year of direct customer service experience in related setting, such as event, conference planning, sales or related area.
    • Prior experience in a CSU or higher education setting.
    • Prior experience with event contracts, leases, direct pay and reconciliation.
    • Prior experience developing or working with event layouts, diagrams, or floor plans to support event setup and space planning (e.g., Social Tables, Cvent Diagramming, or similar).
    • Three (3) year of experience with donors, stakeholders, and event attendees.
    • Prior experience using event management or scheduling systems (e.g., 25Live, EMS, procurement or similar) to coordinate events, maintain records, and track logistics.
    • Prior experience supporting event logistics and on-site coordination, including setup, vendor coordination, attendee support, and fundraising event execution.
    • Three (3) year of experience coordinating events, conferences, or fundraising activities, including planning and execution support.
  • Knowledge, Skills, Abilities
  • • Develops, implements, and manages large and/or complex events and conference programs. More complex events are typically not routine in nature, may be located in a large venue, and require coordination between multiple stakeholders including, but not limited to, campus security, facilities services, internal and external vendors, and food services. These events typically demand a high level of oversight to ensure success.
    • Utilizes specialized in-depth expertise to coordinate and administer unique events requiring the development of new methodologies and processes.
    • Performs a broad spectrum of work that includes the ability to identify and align program details to strategic goals or priorities.
    • Creates and adjusts methodologies to meet changing policies and organizational focus areas.
    • In collaboration with management, develops new and recommends improvements to event and conference program management policies, processes, and procedures.
    • Develops and monitors complex budgets and performance metrics.
    • Assists with facilitating contracts for conferences and events with significant financial and reputational impact.
    • Provides lead work direction and mentoring to volunteers, student employees, staff, and vendors and is responsible for work results that support the achievement of goals and objectives.
    • 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 communication and 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.
    • A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.
  • License or Certifications
  • • Valid California driver’s License.
  • Salary Range
  • Anticipated starting salary will be $5,079 (step 1) - $5,181 (step 2) per month plus excellent paid benefits. Future increases, including step advancement, are subject to contract negotiations. Full range Salary will depend on the qualifications of the successful finalist. Full $5,079 (step 1) - $7,399(step 20) per month.
    
    
  • Compensation & Benefits
  • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit:9) Benefits Summary: CSU Employee Benefit Summary
    
    
  • How to Apply
  • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
    
    Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    
  • Application Deadline
  • October 29, 2026
    
    
  • Background Clearance Notice
  • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
    
    Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
    
    
  • Additional Information
  • Campus & Area
    California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
    
    Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
    
    Clery Act Disclosure
    
    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
    
    Equal Employment Opportunity
    
    The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. The person holding this position is 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, revised 7/21/17, as a condition of employment.
    
    Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form .
    
    CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
    
    The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
  • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
    
    INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
    
    

Advertised: Oct 15 2026 Pacific Daylight Time
Applications close: Oct 29 2026 Pacific Daylight Time