"Events & Fulfillment Center Coordinator"

Job Details

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,617.00 per month to $5,741.00 per month (Step 1 - Step 12).

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

Classification

Event and Conference Planner II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Please Note: Review of applications will begin on March 13, 2026.

The Office of Student Outreach provides comprehensive services to prospective students and the members of the community-at-large who are seeking information or services from the University relative to outreach, recruitment, and preadmission for the purpose of admission to the university.

Reporting to the Director of Student Outreach, the Events & Fulfillment Center Coordinator is responsible for executing and overseeing day-of-event-related functions and overseeing the mailing and publication of all Outreach materials to prospective students and their families. The incumbent will provide high-quality service for the department to prospective students, applicants, admitted students, their families, and counselors and educators in the community. The position supports the efforts and goals of the Enrollment Services to promote CSUEB awareness in designated market territories, to promote the yield of admitted students, and to engage with campus partners to ensure that our clientele receives information on the vast university resources available.

The position is expected to be innovative, strategic, and creative in producing recruitment events. The incumbent is expected to be a team player who serves as a collaborative, flexible, and well-organized leader with excellent interpersonal communication skills and interactions with all constituencies. This position must exhibit a strong work ethic, including punctuality and reliability, as well as professional demeanor and appearance.

The Events & Fulfillment Center Coordinator supports the coordination of overseeing a high volume of printed & electronic correspondence/publications annually for both prospective and admitted students. The Coordinator oversees student employees tasked with preparing mailings; oversees the periodic use of outside vendors for bulk mail preparation and fulfillment; provides promotional material support for recruitment counselors and events; sends promotional and informational bulk mail; and troubleshoots problems with the Office of Admission and relevant partners.

Responsibilities

Recruitment Events

• Plan, execute, and oversee all recruitment events for prospective, applicant, admitted students, their families, and counselors and educators in the community, under the direction/supervision of the Director of Student Outreach.
• Maintain a recruitment event calendar for long-range planning and preparation.
• Provide professional expertise and direction in the planning and execution of high-quality events and functions while ensuring that the priorities and presentation of CSUEB are always reflected.
• Plan and organize all aspects of recruitment events, including, but not limited to: Preview Day, Welcome Day for Admitted Students, East Bay Days, Counselor and Student Receptions, Information Sessions, CSU Counselor Conferences (every 4 years), major-specific open houses, and large group trainings/meetings.
• Organize all aspects of events from conception to completion including, but not limited to: goals/objectives, detailed timelines and task lists, budgets, scheduling rooms/venues, staffing and assignments, logistics, fire marshal approvals, transportation, custodial, catering/hospitality, decor, entertainment, supplies and promotional items needed, evaluation and final reports, and researching venues.
• Conduct briefings and/or regular meetings with the Director and Events & Communications Team, students, and volunteers as needed, and debriefings with key constituents.
• Coordinate program materials with campus partners.
• Work with the Outreach Team to staff all events.
• Conduct annual review and assess needs for future date scheduling.
• Coordinate and communicate regularly with vendors to ensure catering, hospitality and decor, or other contractual needs are provided as specified.
• Monitor event responses and reservations, ensure appropriate staff/students know event details to help field questions, and serve as the primary contact for all event-related questions.
• In collaboration with the Events & Communications Team to assist with coordinating presenters, participants, and guest speakers as needed. Ensure the campus community is aware of relevant events for their planning purposes.
• Collaborate with the Outreach Team to strategize and plan for the following recruitment cycle based on review of events.
• Monitor event attendance via Salesforce and inform key constituents for planning purposes.

Coordinate Communications

• Coordinate and oversee all printed communications for prospective and admitted students for the purpose of yielding new students.
• Administer daily printing, preparation, and mailing of all correspondence to ensure accuracy and efficiency and lead student assistants in this effort.
• Oversee the inventory and distribution of publications, packets, brochures, and other printed information for special on- and off-campus recruitment events.
• With the assistance of student workers (and staff as needed), prepare, package and ship (if needed) materials for college fairs, recruitment events, Perry’s Nest, Concord campus, etc. - prior to and during peak travel/recruitment season.
• Monitor and track inventory of publications and marketing supplies to ensure that the most up-to-date items are in possession.
• Develop a tracking and reporting system to collect quarterly and annual data for all events.
• Administer systems and processes for mail generation and mail generation tracking for reporting purposes; seek out ways to improve processes to ensure that the fulfillment center area is operating at its fullest potential.
• Responsible for the creation and mailing of all event flyers, invitations, and brochures.
• Collaborate with on-campus printing services and off-campus vendors to send bulk mailings.
• As appropriate and as requested, arrange for publications and mailings to be sent to students from the Office of the President, Office of Student Affairs and student service departments within, Academic departments, Testing Office, Student Financials, Admissions, Records, Financial Aid, and other similar on-campus departments.
• Send quarterly probation and disqualification notices to continuing students on behalf of Records.
• Assist with the set-up and generation of PeopleSoft Recruitment letters.
• Request orders from Reprographics on campus and relevant vendors as needed for materials/packet preparation.
• Oversee the requests from internal and external staff such as responding to inquiries from schools and educational organizations and supply informational materials as requested.

Special Projects

• Special projects or unanticipated needs may result in other duties being assigned as it relates to preadmission, recruitment and yield activities.

Minimum Qualifications

Knowledge and Skills

• Working knowledge and understanding of event and conference planning and management principles and current best practices.
• Demonstrates competence in independently applying judgment to resolve non-standard problems and issues. Includes interpretation of applicable regulations, standards, and guidelines.
• Strong analytical and organizational skills to plan, organize, prioritize, and manage the successful completion of events/conferences within time and budget constraints.
• Strong communication and interpersonal skills to effectively manage multiple stakeholder relationships and guide the development of appropriate communication and promotional materials.
• Ability to effectively lead and train other professionals, less experienced staff, student employees, and volunteers.
• Knowledge of procurement, budgeting and accounting principles and processes.
• Proficiency in using event planning software and financial systems.

Experience and Education

• Bachelor's degree in a related field and two years of relevant 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 for the required experience on a year-for-year basis.

Preferred Skills and Knowledge

• Ability to quickly develop basic knowledge about CSUEB and CSU admission policies and procedures to be able to share with clientele.
• Ability to carry out complex assignments without detailed instruction.
• Ability to interact professionally and effectively, individually and in group settings, with campus/department programs and the general public, including diverse students and their family members.
• Ability to reason logically, analyze, and define organizational and operating problems and implement appropriate responses.
• Strong organizational skills and ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations.
• Ability to work independently.
• Excellent written and verbal communication skills.
• Ability to work with PeopleSoft, e-mail, internet browsing software, Acrobat, MS Office Applications (including experience with budget templates), and social media outlets.
• Bachelor's degree preferred.
• Must be able to lift boxes weighing up to 10 lbs.
• Ability to accommodate a flexible work schedule that includes some evening and weekend work.
• Strong knowledge of student record privacy regulations under FERPA.
• Ability to reconcile complex work schedules & office needs.
• Ability to learn and effectively use document imaging systems, administrative computing/database systems, and internet browsing software.
• Possess a valid CA driver's license or have the ability to attain one.