Event Coordinator of Conference and Events

Summary

The Event Coordinator assists with the coordination and development of signature events and academic programming, carrying out assigned duties and responsibilities in a manner that reflects the Christian values of California Baptist University (CBU).

Essential Duties And Responsibilities

Other duties may be assigned.

• Assists in the coordination and execution of events hosted across the CBU Campus, including one-day and multi-day meetings, conferences, and camps.
• Responds to departmental phone calls and emails, providing high-quality customer service to both internal and external clients.
• Supports event scheduling and request processes utilizing AdAstra Information Systems.
• Reports to the Assistant Director of Conference and Events, and assists the Office Manager and departmental staff with the planning and coordination of special events, including but not limited to New Student Orientation, Homecoming, Fortuna Bowl, Commencement, Academic Residencies, Intensive Training Weekend, and admissions‑related events.
• Collaborates with Food Services and Facilities Management to ensure event needs are met.
• Communicates with event clients to coordinate logistics and event details.
• Maintains regular office hours, with flexibility to work evenings and weekends as required.
• Assists with the recruitment, hiring, training, supervision, and evaluation of Conferences and Events support staff, including managing student worker schedules and timecards.
• Conducts research to identify opportunities for improving scheduling procedures and enhancing event services.
• Updates calendars and related documents with key dates, deadlines, and scheduled events as directed.
• Coordinates with vendors, including placing orders, managing logistics, and hosting vendors during events.
  
  

Supervisory Responsibilities

This position may be responsible for assigning work to and providing direction for part-time student workers in order to complete office and event-related assignments.

Other Knowledge Skills And Abilities

To perform this position successfully, an individual must be able to effectively carry out all essential duties. The following requirements outline the knowledge, skills, and abilities needed for the role:

• Demonstrated commitment to living out and upholding the University’s Christ‑centered mission and values.
• Proficiency in the use of personal computers and standard office software applications.
• Ability to make sound administrative and procedural decisions, including judgment on sensitive and confidential matters.
• Knowledge of business English and arithmetic, as well as general office methods, procedures, and practices.
• Ability to plan, develop, coordinate, and manage multiple projects simultaneously.
• Ability to read and write at a level appropriate to the duties of the position.
• Ability to exercise independent judgment and manage confidential information with discretion.
• Ability to gather data, compile information, and prepare accurate reports.
• Strong interpersonal and communication skills, with the ability to work effectively with a diverse faculty, staff, and student population.
• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
• Strong organizational skills with a high level of attention to detail.
• Demonstrated ability to maintain confidentiality.
• Excellent telephone etiquette and customer service skills.
• Ability to coordinate and organize meetings and special events.
• Knowledge of standard budgeting and expenditure control procedures and related documentation.
• Ability to interpret, adapt, and apply policies, guidelines, and procedures.
• Ability to identify opportunities for improvement and assist with the implementation of new strategies and procedures.
• Ability to effectively resolve customer inquiries, complaints, and concerns.
• Ability to stand for extended periods and perform physical tasks related to event setup, breakdown, and on-site support.
• Ability to work evenings, weekends, and overtime as required to support events.
• Ability to demonstrate empathy and responsiveness to the needs of a culturally diverse student body.
  
  

PHYSICAL DEMANDS: The physical demands described here are representative of those required to successfully perform the essential functions of this position. While performing job duties, the employee is regularly required to stand, walk, and sit, and must possess sufficient hand, arm, and finger dexterity to operate a computer keyboard and other standard office equipment. The position requires adequate visual acuity to read text and numerical information, as well as speaking and hearing abilities sufficient for effective in‑person and telephone communication. The employee may occasionally be required to lift and/or move objects weighing up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those encountered while performing the essential functions of this position. Work is typically performed in an indoor office setting with a generally moderate noise level and minimal exposure to health or safety hazards.

Education and/or Experience

Associate degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year of related experience and/or training; or an equivalent combination of education and experience.