Admin Support Coordinator I

Event Coordinator

The pay rate for this position is $23.00-$28.00 per hour and is non-negotiable. This position is eligible for health benefits, vacation, and sick leave.

Established in 1943, the mission of the SDSU Research Foundation (SDSURF) is to support the research objectives of San Diego State University by helping faculty and staff find, obtain, and administer funding for their research and sponsored programs. SDSU achieved its strategic plan goal of becoming an R1, premier public research university in early 2025 furthering discoveries, interventions, and solutions that improve communities and change the world. SDSURF provides the full life cycle of grants services to faculty and staff to further their important work.

Our vision is to foster a culture of creativity and collaboration with integrity and respect for individuals that results in the delivery of superior service to support the university's strategic aspirations.

Our core values:

• Service: We are a service organization that strives to provide superior support to the university community to achieve SDSU's goals; we are committed to being professionally competent by setting high standards and working hard to achieve results; and we continually seeking to improve our skills and capabilities by valuing education and professional development.
• Collaboration: We seek to actively engage with our stakeholders and employees to identify issues and design solutions, build strong relationships grounded in trust, openness, and inclusion and achieve the best results by taking pride in the accomplishments of our colleagues.
• Innovation: We work towards inspired solutions to improve and adapt to emerging opportunities and challenges, creative ways to streamline and enhance our delivery of services through resourceful and proactive problem solving and strategic use of technology and reduction of obstacles.
• Respect: We promote a culture where every individual is valued and treated with dignity, we honor open-mindedness toward different viewpoints and ideas and have a genuine appreciation for varied backgrounds, experiences, and ways of thinking.
• Integrity: We are committed to act with the highest ethical standards, with honesty, integrity, and transparency, provide consistent and accurate information and value and respect all individuals.

The Alumni Center is a dynamic, multi-space venue that hosts more than 200 events annually, including meetings, receptions, and university functions. The unit is responsible for supporting high-quality event operations and providing an exceptional experience for clients, guests, and campus partners.

The Event Coordinator supports the planning and execution of events at the Alumni Center by coordinating logistics, managing client communication, overseeing event setup and breakdown, and providing on-site operational support. This position works closely with clients, vendors, and team members to ensure events are executed efficiently and in accordance with Alumni Center and University standards.

Under the general direction of the Association Director, the position requires strong organizational skills, sound judgment, attention to detail, and the ability to work independently and collaboratively in a fast-paced environment.

This is a regular, full-time position (40 hours per week). Flexibility to work evenings, weekends, holidays, and irregular hours is required based on event schedules.

Responsibilities

The Event Coordinator is responsible for but not limited to:

Primary Functions

Event Coordination 20%

• Independently coordinate logistical aspects of events.
• Prioritize tasks and adjust timelines as needed.
• Assist in resolving planning and operational challenges in alignment with Alumni Center and University procedures.

Problem-Solving and Decision-Making 20%

• Respond to event-day issues in real time using reasoning, judgment, and creativity to solve complex problems related to event coordination.
• Address issues that arise during events to ensure all events run smoothly and meet or exceed client expectations.

Client Liaison and Customer Service 15%

• Serve as the primary point of contact for internal and external event clients.
• Ensure effective communication and client satisfaction throughout the event process.
• Offer high-level support for clients and guests by proactively anticipating needs and resolving issues in real time.
• Conduct post-event follow-up to gather feedback and improve future events.

Day-Of Support 15%

• Provide on-site support during events to ensure logistics are in place and client expectations are met or exceeded.
• Remain accountable for the overall success of each event by proactively managing issues and adapting in real time.
• Deliver a seamless event experience from setup through breakdown.

Event Setup and Breakdown 10%

• Coordinate and assist with the physical setup and teardown of events based on event diagrams.
• Arrange tables, chairs, staging, and equipment to meet event specifications.
• Ensure all setups are safe, functional, and aligned with event plans.
• Ensure breakdown is completed efficiently and with care for venue equipment.
• Perform regular physical labor including lifting, carrying, and standing for extended periods.

Team Coordination 6%

• Foster a collaborative environment by coordinating closely with team members to ensure clear communication and seamless operations.
• Provide guidance to part-time staff or student assistants during setup and execution as needed.

Vendor and Logistics Coordination 4%

• Coordinate with vendors, including catering, parking services, and custodial services.
• Ensure all event logistics are executed in alignment with event requirements and support a seamless event experience.

Event Layout and Diagram Design 4%

• Develop event layouts and diagrams to ensure optimal flow, functionality, and guest experience.
• Collaborate with clients and vendors to translate event concepts into practical setups that meet logistical and aesthetic requirements.

Audio-Visual Support 3%

• Set up and operate AV equipment.
• Troubleshoot technical issues during events and ensure client needs are met in coordination with available technical support.

Other Duties As Assigned 3%

• Support special projects and collaborate on cross-functional event initiatives as needed to advance departmental goals.

Qualifications

Knowledge & Abilities

• Strong problem-solving abilities and sound judgment, especially in time-sensitive or high-pressure situations.
• Excellent interpersonal and communication skills with the ability to work effectively with clients, vendors, colleagues, and university personnel.
• Ability to manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines with minimal supervision.
• Intermediate proficiency in Microsoft Office and Google Workspace.
• Familiarity with event planning or project management tools and ability to learn new software programs.
• Strong organizational skills, attention to detail, and time management abilities.
• Ability to work effectively in a fast-paced and changing environment.
• Self-motivated and able to work independently with minimal direction.
• Ability to interpret and communicate policies and procedures.
• Eagerness to learn and grow professionally.

Education & Experience

• High school diploma or equivalent.
• Four years of progressively responsible experience in an office or administrative environment.

Preferred Qualifications & Special Skills

• Experience in hospitality, customer service, or an event-related environment preferred.
• Experience coordinating and planning meetings, conferences, receptions, or similar events preferred.
• Experience with basic audiovisual equipment preferred.

Additional Applicant Information

• Candidate must reside in California and live within a commutable distance from SDSU at time of hire.
• Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check).
• San Diego State University Research Foundation is an equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.
• Employment decisions are based on an individual's qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every