What are the responsibilities and job description for the Scheduling & Event Coordinator position at Portland State University, College of Urban and Public Affairs?
Position Announcement
Position Details
Proposed Start Date 06/16/2026 Classification Title Administrative Program Spec Working Title Scheduling & Event Coordinator Department 670202 - AUX SMC Office Position Number D95339 Representation OP - SEIU/OPEU Local 503 Position FTE 1 End date, if applicable
Position Summary
Brief Description of PSU/School/Dept
Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners.
More than 20,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
Position Summary
The Scheduling & Event Coordinator schedules and provides event planning support for student organization-led events, and other university events as needed throughout the Campus Events & Student Union (CESU) Venue Portfolio (including but not limited to Smith Memorial Student Union, General Pool Classrooms, and Outdoor Venues). This position is the primary point of contact between CESU and the Student Activities and Leadership Programs Office (SALP), and actively collaborates with these student organization leaders and their advisors. Based on these primary responsibilities, regular interpretation and application of laws, rules, policies, and procedures is required. As an example, this position provides event protocol expertise when requested by the Protest and Expression Team (PEAT), a group of professional staff members who are focused on protecting freedom of expression and assembly while also supporting a safe and healthy campus environment that honors our core educational and research missions.
This position is directly involved in the recruitment, development, scheduling, and training of the Campus Event and Student Union (CESU) On-Site Student Event Managers and development of department wide training modules. This team of students serve as the direct venue liaisons during most CESU events.
In addition, this position plays an important role in scheduling and planning student organization events in the Viking Pavilion Arena and assisting with on-site management of film and photography shoots across campus. During the Summer Months, this position takes an active role in supporting Event Coordination for all events hosted in the Viking Pavilion Arena, and will sustain an active collaboration with the Campus Special Events Coordinator.
The Scheduling and Event Coordinator makes decisions using standardized guidelines, and may seek supervisory support from the External & University Events Manager.
Portland State has an excellent benefits package including 95% employer-paid health insurance premiums (employees and eligible dependents) and significantly reduced tuition rates for employees and eligible dependents at any of the Oregon Public Universities. After completing six full months employees are eligible to the employer-paid pension program in addition to two voluntary retirement programs. Wellness options include access to the PSU Rec Center at a reduced rate and free wellness programs.
For a comprehensive view of all PSU benefits, visit the PSU Total Compensation Calculator.
Minimum Qualifications From Classification
Additional Minimum Qualifications For This Position
Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.
Work Days/Hours Monday - Friday, 8 hrs per/day 7:30 am - 4:00 pm, with flexibility in hours to cover additional weekend and late-night coverage as required Total Compensation Range & Benefits Statement
The starting hourly salary rate for this position will be between $22.84 and $26.20. The starting salary may be negotiable above this range, however it will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR.
Application Instructions
Additional Information Additional Application Instructions (deadlines, etc.)
Please submit your cover letter, resume and names, phone numbers and emails for three professional references.
Background Check Required Yes If you have questions
Please contact Stacie Looney, Administrative and Engagement Coordinator, at slooney@pdx.edu.
Search Details
Posting Close Date Application screening begins
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Details
Proposed Start Date 06/16/2026 Classification Title Administrative Program Spec Working Title Scheduling & Event Coordinator Department 670202 - AUX SMC Office Position Number D95339 Representation OP - SEIU/OPEU Local 503 Position FTE 1 End date, if applicable
Position Summary
Brief Description of PSU/School/Dept
Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners.
More than 20,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
Position Summary
The Scheduling & Event Coordinator schedules and provides event planning support for student organization-led events, and other university events as needed throughout the Campus Events & Student Union (CESU) Venue Portfolio (including but not limited to Smith Memorial Student Union, General Pool Classrooms, and Outdoor Venues). This position is the primary point of contact between CESU and the Student Activities and Leadership Programs Office (SALP), and actively collaborates with these student organization leaders and their advisors. Based on these primary responsibilities, regular interpretation and application of laws, rules, policies, and procedures is required. As an example, this position provides event protocol expertise when requested by the Protest and Expression Team (PEAT), a group of professional staff members who are focused on protecting freedom of expression and assembly while also supporting a safe and healthy campus environment that honors our core educational and research missions.
This position is directly involved in the recruitment, development, scheduling, and training of the Campus Event and Student Union (CESU) On-Site Student Event Managers and development of department wide training modules. This team of students serve as the direct venue liaisons during most CESU events.
In addition, this position plays an important role in scheduling and planning student organization events in the Viking Pavilion Arena and assisting with on-site management of film and photography shoots across campus. During the Summer Months, this position takes an active role in supporting Event Coordination for all events hosted in the Viking Pavilion Arena, and will sustain an active collaboration with the Campus Special Events Coordinator.
The Scheduling and Event Coordinator makes decisions using standardized guidelines, and may seek supervisory support from the External & University Events Manager.
Portland State has an excellent benefits package including 95% employer-paid health insurance premiums (employees and eligible dependents) and significantly reduced tuition rates for employees and eligible dependents at any of the Oregon Public Universities. After completing six full months employees are eligible to the employer-paid pension program in addition to two voluntary retirement programs. Wellness options include access to the PSU Rec Center at a reduced rate and free wellness programs.
For a comprehensive view of all PSU benefits, visit the PSU Total Compensation Calculator.
Minimum Qualifications From Classification
- two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
- an equivalent combination of training and experience.
Additional Minimum Qualifications For This Position
- Must be a team player with a collaborative team oriented work style. This position represents Portland State University and requires poise and professionalism in dealing with stressful situations.
- The ability to prioritize tasks and follow several events simultaneously to completion.
- Note-taking skills, accuracy and good communication skills.
- Ability to work in a deadline driven environment.
- Computer proficiency to ensure that scheduling and room layout software is utilized to perform the required tasks is critical.
- Experience working with college students
- Strong written and verbal communication skills
- Demonstrated problem solving and organizational skills
- Self-motivation and self-direction
- Knowledge of university campus facilities and services
- Experience using event management software such as EMS, 25Live, Social Tables, and/or 7Point Ops.
- Ability to take initiative and work independently with good judgment about when to seek direction
- Knowledge of event management and safety requirements as they relate to indoor and outdoor events.
- Creates an environment that acknowledges, encourages and celebrates differences.
- Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds.
- Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
- Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.
Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.
Work Days/Hours Monday - Friday, 8 hrs per/day 7:30 am - 4:00 pm, with flexibility in hours to cover additional weekend and late-night coverage as required Total Compensation Range & Benefits Statement
The starting hourly salary rate for this position will be between $22.84 and $26.20. The starting salary may be negotiable above this range, however it will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR.
Application Instructions
Additional Information Additional Application Instructions (deadlines, etc.)
Please submit your cover letter, resume and names, phone numbers and emails for three professional references.
Background Check Required Yes If you have questions
Please contact Stacie Looney, Administrative and Engagement Coordinator, at slooney@pdx.edu.
Search Details
Posting Close Date Application screening begins
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * If you have experience supervising student employees, please briefly describe your experience. (Open Ended Question)
- * As it relates to the event planning lifecycle, please describe how your professional history has provided you with the experience needed to be successful in this role. (Open Ended Question)
- * Please share what diversity, equity, and inclusion mean to you and why they are important. (Open Ended Question)
- * How did you first find out about this position?
- PSU Website
- Indeed.com
- HERCJobs
- Urban League of Portland
- Hispanic Metropolitan Chamber
- Oregon Employment Department
- Social Media
- Person Referral
- Career Builder
- Glass Door
- Other - Please describe in the next Question
- If you selected Other, please describe. (Open Ended Question)
Required Documents
- Resume
- Cover Letter
- Professional References
Salary : $23 - $26