Senior Event Planner

Job Summary

Reporting to the Associate Vice President of Alumni and Community Engagement, the Senior Event Planner fills a critical role in support of the planning and implementation of multiple, high-profile events at San Jose State University and provides leadership to year-round preparation for Commencement, Fall Address, State of the University and as required. These activities include providing support to various units, offices and programs, including the Office of the President, Vice President for University Advancement and Provost. Activities are both recurring and one-time. Incumbent assures that high-profile, high-impact events, keynote speaker engagements, and special events hosted by the university follow appropriate protocol for the type of visit from elected officials or other prominent individuals.

Key Responsibilities

• This position directly oversees the planning and preparation for SJSU Commencement ceremonies (Fall and Spring), which includes all details related to organizing and executing Commencement
• Working with University Procurement and the department Administrative Assistant on contracts, invoices, and reconciliation of payments
• Under the guidance and supervision of the Director of Special Events, plans campus-wide events such as Fall Address, State of the University, Town Hall Meetings, Conferences, and one-time campus- wide ceremonies
• Manage, coordinate, and provide direction to programs and events affiliated with departments and offices
• Develop, prepare, and direct operational and logistical items, including event plans, scripts, run of shows, venue and staging diagrams
• Problem-solve and make decisions in advance and on-site for events based on circumstances, audience, volunteers, and facilities
• Working with University Marketing and Communications, lead the collection and publication of printed and website content for events for Commencement and other assigned special events
• Act as the office liaison in working with various University departments in the scheduling of Convocations  
• Manage and staff events as assigned by the Director of Special Events. These events include but are not limited to events at the President’s House, College event, Donor recognition events, Heritage Society events, and other University Advancement events.
• Create and maintain RSVP database templates (and associated reports) for use by events staff and other members of the development office
• Manage and coordinate relationships with internal and external event vendors. This includes researching new vendors and venues for university events and programs, as well as building a reference file for use by other university offices.
• Solicit, propose and manage budgets for events. Review of related contracts and agreements to ensure University protocols and guidelines are in place before securing services.
• Collaborate with University Procurement on Requests for Proposal preparation
• Understand and assure adherence with university, and Tower Foundation procurement and reimbursement policies, depending on the funding source for the event
• Assist the Director in the daily functions of the Special Events unit

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Ability to work independently, while developing implementing and evaluating programs to ensure they meet University Advancement and Department objectives
• Ability to provide leadership on campus-wide events and programs that serve the needs of the President’s Office and / or build Spartan Pride.
• Thorough knowledge of event planning practices and protocol
• Thorough knowledge of English grammar, business writing, punctuation and spelling
• Ability to compose and appropriately format correspondence and reports
• Excellent oral and written communication skills
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and packages
• Ability to draft and compose correspondence and standard reports
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist
• Ability to work effectively under pressure and time constraints
• Ability to work off-hours, including weekends and nights
• Ability to learn and maintain up-to-date knowledge on website software and mobile applications
• Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, complete pr