Marketing and Event Coordinator

California State University, San Bernardino
California, United States
Salary Not specified
Apr 08, 2021
Employment Level
Employment Type
Full Time

Marketing and Event Coordinator
California State University, San Bernardino


Overview Employment Status: Full-time (40 hours a week), temporary "non-exempt" position through June 30, 2022 (with the possibility of a one-year renewable appointment).

Work Schedule: Monday to Friday from 8:00 a.m. to 5:00 p.m.

Typical Activities

Typical duties may include, but are not limited to the following:
  • Provide strategic planning for virtual, in-person and hybrid events including but not limited to, the CAE in Cybersecurity Symposium, the CAE Virtual Career Fair, the Principal Investigators Meeting, and other events as needed
  • Plan event scope, design, and production while managing all project delivery elements within time limits
  • Coordinate travel using Adobe Sign, CVent, Concur or another travel platform in collaboration with the Budget Analyst
  • Coordinate, manage and implement every aspects of travel arrangements for staff, government officials, and the CAE-C Community
  • Maintain queues to assure approvals as attained as well as deadlines are met
  • Research and resolve all incorrect charges with respected to entire travel program
  • Negotiate and secure event space; visit venue to plan layout of seating and decorations
  • Discuss event budgets and expectations with management and staff
  • Works with the media specialist to edit, design and maintain standards of promotional materials, including but not limited to: the planning and production of audio visual (AV), digital and physical products
  • Manages purchasing, delivery and distribution of marketing materials
  • Maintains designated CAE email account for event and travel queries
  • Manage Marketing and Media position to ensure Social media, communications and graphic design content is prepared to CAE Community standards
  • Conduct market research, gather information, and negotiate contracts prior to closing any deals
  • Work with the CAE in Cybersecurity Program Manager and Budget Analyst to provide feedback and periodic report to stakeholders
  • Maintains general office records, compiling and updating information using the required databases
  • Organize facilities and manage all event's details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
  • Work with the Marketing and Media Specialist to deliver marketing campaigns on events to the CAE Community
  • Proactively handle any arising issues and troubleshoot any emerging problems on the day of the event
  • Conduct pre and post evaluations and report on outcomes
  • Excellent oral and written communication skills
  • Maintains effective communication by following up and/or reaching out to various constituents in a timely manner
  • Typical duties may include providing moderate to complex administrative and clerical support for assigned development directors.
  • Develop and track timelines for various projects on an ongoing basis to see projects/tacks to completion
  • Other duties as assigned.

Knowledge, Skills, and Abilities:
  • Applicants must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices
  • Applicants must have the ability to coordinate and prioritize many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly
  • Applicants must have the ability to accurately maintain records and files
  • Applicants must have strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis
  • Applicants must have demonstrated the ability to maintain a high degree of confidentiality
  • Applicants must have the ability to draft and compose correspondence
  • Be a self-starter who works well both independently and as a member of a team
  • Works well in a fast-paced environment under tight deadlines
  • The incumbent should possess the ability to analyze budgetary data and make accurate and reliable fiscal projections.
  • Applicants must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area
  • Applicants must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures
  • Applicants must have advanced knowledge in using digital event and/or communication platforms such as Zoom, Microsoft Teams, Slack, etc.

Minimum Qualifications

Education and Experience:
  • Bachelor's degree in Business Administration, Communications, Marketing, Hospitality Management or other similar degree AND minimum three (3) years of experience in general office administrative, clerical work, travel arrangements and reimbursements, and event coordination
  • Minimum 1 year experience supervising and training entry level staff and student workers
  • Applicants must have experience using standard office software programs such as Microsoft Outlook, Word, Excel, and Adobe Acrobat

Preferred Qualifications:
  • 5 years of experience in marketing or a related field preferred, Master's degree can be substituted for up to 2 years of experience.
  • Advanced experience managing multiple complex calendars
  • Experience working directly with students, faculty, and high level Executives/Administrators
  • Experience maintaining records and documentation in higher education
  • Knowledge of PeopleSoft, Concur, CVent, Slack, Trello or a similar platform

Supplemental Information

  • UEC is an EOE - Minority/Female/Disability/Veterans. This position will remain open until filled. This is a sensitive position and selected candidate must successfully pass a thorough background investigation to include a criminal history check and Live Scan fingerprinting prior to appointment.

Benefits include:
  • Medical, Dental, Vision, Flex Cash option
  • CalPERS Retirement
  • CalPers 457
  • Group Term Life/ Accidental Death & Dismemberment (AD&D)
  • Holidays & Personal Holiday
  • Vacation and Sick pay accruals
  • Educational Assistance Benefit is based on availability of funding.
  • Workers' Compensation
  • Unemployment Insurance
  • State Disability Insurance

To view full description and to apply, visit:


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