California State University

Working Title: University Affairs and Presidential Events Coordinator
Classification Title: Administrative Analyst Specialist – Exempt I
Department Name: Office of the President
Time Base: Full-Time
Pay Plan: 12 month
Bargaining Unit: 9 (CSUEU)
Employment Type: Probationary/Permanent
Salary Range: Hiring salary is budgeted at $4,584 – $5,000 per month commensurate with education and experience
Benefits: Premium benefit package includes outstanding health, dental and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.
Application Deadline: Open until filled. A review of applications will begin Monday, September 12, 2022 and the review period may end at any time thereafter.
Position Summary: Under the supervision of the Director of University Affairs, in support of the mission and goals of Cal Maritime and the Office of University Affairs, the University Affairs and Presidential Events Coordinator is responsible for planning and executing special events for the Office of the President, assisting and maintaining the campus event/activity calendar and providing administrative support to the Chief of Staff and Director of University Affairs.
About California State University Maritime Academy:
Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.
Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.
Major Responsibilities:
Events:

Coordinate and execute official Office of the President and University Affairs events and activities (including but not limited to All Hands programs and events, VIP guests of the President, Engagements)
Organize and execute strategic programs to enhance relationships with internal and external partners
Uphold standards and protocols for how events are executed at Cal Maritime
Provide event support for President’s Special Initiatives (eg. Energy and Sustainability, Resiliency to Renaissance, President’s Speaker Series)
Represent the Office of the President on all campus-wide event/activity committees (eg, Orientation, Cal Maritime Day, Homecoming/Reunion/Parents Weekend, Commencement)
Support the Office of the President in Commencement related activities and events
Partner with and coordinate with service providers, stake holders and cross divisional colleagues for events
Ensure timely communication and marketing of Presidential events
Track and report expenses for Presidential events

Administrative Support:

Provide administrative support to the Chief of Staff and Director of University Affairs
Provide event logistical support for Office of the President and Cabinet meetings, retreats, receptions, off-sites
Helps to assure the success of the Office of the President by performing all other duties as assigned
Prepare minutes for Office of the President meetings as assigned such as Campus Leadership Council

Scheduling:

Serve as the primary coordinator of the campus scheduling and space management program – 25Live (or similar software)
Maintain the university’s event master calendar
Lead campus-wide event planner and service provider check-in/coordination meetings as needed
Assist with approval of event space to ensure alignment with strategic goals, avoid conflict and help identify opportunity for collaboration/consolidation to maintain efficient and effective use of campus resources (people and time)
Ensure timely effective communication of events to constituent groups by working with event owners, Public Affairs & Communications, Webmaster

Required Qualifications:

Education: This foundation would normally be obtained through a bachelor’s degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Must possess and maintain a valid California driver’s license.
Ability to work independently and as part of a team
Must be highly organized, with an emphasis on details and accuracy
Strong written and verbal communication skills must be demonstrated
Ability to work under deadlines with competing priorities
Ability to articulate the mission of Cal Maritime
Ability to recognize and maintain the integrity of confidential information
Ability to present oneself in a professional manner
Highly proficient in Word, Excel, Outlook, PowerPoint, and relational databases.
Working knowledge of database applications, running queries, creating database tables, and working with word processing and spreadsheet applications
Ability to independently perform all aspects of class and event scheduling, including analysis of all details, problem identification/resolution, with strict adherence to deadlines and university policy and procedure.
Ability to learn, interpret, and apply a wide variety of policies and procedures
Ability to organize and plan work and projects including handling multiple priorities
Ability to independently problem solve
Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit
Thorough knowledge of correct English grammar, spelling, and punctuation

Preferred Qualifications:

Experience: A minimum of three years of related work experience in large event planning and/or coordination, administrative work experience, and working knowledge of database applications
Bachelor’s degree in a related field and/or combination of experience and education Experience working with 25Live or other scheduling software
Experience in event planning
Experience in administrative support
Experience working in higher education
Working knowledge of university practices and procedures and the ability to research, evaluate, and assist with developing the same
Experience in providing technical training

Physical, Mental and Environmental Conditions: Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.
Background Check: Satisfactory completion of a background check (including criminal records check and DMV records check) 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.
Eligibility to Work: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.
Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix
EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.
Application Procedure: Click “APPLY NOW” to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume.
Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.