"Event Coordinator (Administrative Support Coordinator I), Career Center"

Job Description

Under general supervision of the Director of the Career Center and the lead work direction of the Administrative Analyst/Specialist (AA/S), the Administrative Support Coordinator (ASC) will perform a full range of administrative and operational support for the Career Center to include events, marketing/promotion, and employer relations. Responsibilities include, but are not limited to, maintaining the Career Center events calendar, coordinating daily operations, planning events (in person and virtual), track event budgets and expenses, while assisting with related administrative functions such as marketing coordination, accounts payable processing, and event-related invoicing.

Job Summary:

Under general supervision of the Director of the Career Center and the lead work direction of the Administrative Analyst/Specialist (AA/S), the Administrative Support Coordinator (ASC) will perform a full range of administrative and operational support for the Career Center to include events, marketing/promotion, and employer relations. Responsibilities include, but are not limited to, maintaining the Career Center events calendar, coordinating daily operations, planning events (in person and virtual), track event budgets and expenses, while assisting with related administrative functions such as marketing coordination, accounts payable processing, and event-related invoicing.

Duties and Responsibilities:

• Coordinate and support Career Center events by collaborating with Academic and Student Affairs partners to avoid scheduling conflicts, reserving venues through SMSU Scheduling (e.g., classrooms and conference rooms for employer showcases), preparing marketing and day-of materials, and managing event logistics such as registration and setup. These efforts aim to ensure successful events that promote career development and student engagement.
• Assist in organizing event logistics by working with internal departments and external partners to arrange venues, coordinate with speakers on travel and payments, and manage technical support, catering, parking, and ADA accommodations. Oversee related administrative tasks including submitting requests, obtaining approvals, and ensuring compliance with safety and budgetary guidelines to deliver professionally executed events for students, employers, and other stakeholders.
• Support the coordination of virtual events by managing schedules, securing participation from employers and speakers, setting up online platforms like Handshake and Zoom, and uploading recordings to the department's YouTube channel. These efforts enhance digital access to career resources, preserve valuable content, and strengthen the Career Center's virtual presence.
• Partner with the Employer Relations Specialist to coordinate and support events that promote career readiness and student recruitment. Provide timely updates, assist with employer inquiries and warm handoffs, and offer customer service, outreach, and logistical support to strengthen employer relationships.
• Assist with marketing and outreach to drive registration for career fairs and employer events. Create promotional materials for employers and students, including social media content, to boost attendance and enhance connections between students and employers.
• Under the general supervision of the Director, provide lead direction and training to Career Center Student Assistants (Coyote Career Ambassadors). Coordinate interviews, assist with hiring and onboarding, and offer ongoing individual and group training for students supporting marketing, employer relations, internships, and event logistics to ensure high-quality service and smooth operations.
• Perform general administrative duties such as front desk support, ordering supplies and promotional items, arranging catering, submitting hospitality forms, and assisting with monthly payroll pick-up to support daily operations and service delivery within the Career Center. Stay updated and help facilitate internal communication to support team effectiveness.
• Utilize various communication tools to maintain professional, effective interactions with stakeholders, resolve issues, and foster strong working relationships at all levels.
• Coordinate event-related accounts payable and procurement in consultation with the Director and budget analyst. Submit monthly ProCard reports, track financial data, and present projected event budgets for approval to ensure accurate, compliant, and efficient financial planning.
• Collaborate with the budget analyst to manage invoices and payments for events and partner packages. Provide payment instructions, track transactions, and ensure timely processing and accurate financial records.
• Develop and share marketing materials across platforms (e.g., Handshake, email, social media, flyers) in line with CSUSB branding to promote events and boost student engagement. Coordinate registration by sending invitations through Handshake to employers and students.
• Create event surveys, collect participant feedback, and compile data to assess program effectiveness. Prepare summary reports and presentations to share outcomes and support continuous improvement of Career Center events.
• Attend DSA all-staff meetings and events to stay informed and collaborate across campus.
• Participate in professional development and training, as needed, to support Career Center goals and stay current with industry trends.
• Occasional travel to the Palm Desert Campus.
• Perform other related duties as assigned.

Minimum Qualifications: Required Education and Experience

High School diploma or its equivalent and three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• 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.

Preferred Qualifications

• Bachelor's degree preferred.
• Ability to understand and operate in a variety of organizational structures.
• Clearly communicate orally and in writing.
• Use and quickly learn new office support technology systems and software packages such as Event Management Systems, Career Management Platforms (Handshake), and Qualtrics.
• Active problem solving and effective people skills with a variety of campus and community individuals to perform services and support functions that require a professional demeanor.

Compensation and Benefits:

Anticipated Hiring Range: $3,864 per month. Classification Salary Range: $3,864 - $6,072 per month. The salary offered will take into account internal equity and experience among other factors. The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-Exempt/Probationary. Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends. Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.