Associate Director, University Events

Type of Appointment: Full-Time, At-Will 

Job Classification: Administrator I 

Anticipated Hiring Range: $75,004 - $90,000 annually (Commensurate with skills and qualifications) 

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: August 11, 2026

 

THE DEPARTMENT:

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. The office the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external affairs advancement services and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations which serves as the official entity to receive and manage all contributions to the University. The University Development creates programs, events and activities that stimulate the involvement and interest of an ever-growing base of nearly 140,000 alumni, parents, current donors, and friends. The development staff work together to maintain relationships with on-campus and off-campus constituencies and stakeholder groups interested in advancing the mission of the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES:

Assist in the management and oversight of high-level campus events

• This position will also provide support, guidance and review to campus wide and external events and will serve as the primary liaison to each college, the President’s Office, and various other divisions and departments in relation to providing event strategies and recommendations for achieving goals and objectives and developing events that provide a forum for engaging various constituencies.
• While ensuring that events are planned in accordance with campus policies and procedures, support the Executive Director in the planning and execution of: Institutional Events Plan, execute and manage the details of high-profile university events including but not limited to: Commencement, Dean's Receptions, Fall Conference, Ground Breakings, Ribbon Cuttings, Resource Fair, Rose Float events and activities, including parade and ticketing, Campus Milestones or Celebration Events, Events that support the Office of the President, University Advancement Events Plan
• Execute and manage the details of University Advancement/Development events including but not limited to: Presidential Circle Receptions, President Scholars Event, Founders Society Receptions, Philanthropic Foundation Meeting Set Up, Philanthropic Foundation Events, Division Meetings, Presidential Donor Dinners, Regional Alumni/Donor Events
• Campus Support - Provide guidance as needed and assist with some logistical detail for campus events including but not limited to: Open House Events, Pumpkin Fest, Hotdog Caper, Cultural and Identity Celebrations
• External Event Support -  Provide guidance as needed and assist with some logistical detail for external events including but not limited to:  Legislative Events/Visits and Trustee Visits

Lease of Facilities

• Collaborate with external community and commercial stakeholders to generate revenue, support campus life, and establish partnerships.
• Oversee the execution of contracts, cost estimates and execution of all license of facilities contracts.
• Work with the License of Facilities specialist to maintain accurate SSOPs, contracts and third-party rates.
• Support the coordination of logistics with areas such as University Police Department, Environmental Health and Safety, Facilities, Parking, Foundation Enterprises, Strategic Communications, University President’s Office, Emergency Management, Risk Management, etc., among others, ensuring adherence to campus and CSU policies, as well as compliance with the State Fire Marshal's requirements.

Management of Staff Events Review Group and University Event Integrity Office

• Management - In the absence of the Executive Director, the Associate Director will manage and guide the University Events staff. This includes balancing complex schedules and duties; budget; and lease of facilities.
• Maintain ongoing communication and information sharing with department staff.
• Work closely to