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Community Events Analyst

2 months ago

San Jose CA United States San José State University Full time
Job no: 526678
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Job Summary

Reporting to the Dean of Humanities & the Arts, the Community Events Specialist is charged with the planning and support of curricular programming events for the College and all of its units. This position is key in working with faculty, staff, and students to ensure clear processes and outcomes for all sponsored College events. The Community Events Specialist is expected to work alongside the Director of Public Programming and Marketing Coordinator and Project Specialist to assist the faculty and staff in producing consistent quality events and communication support for the College of Humanities and the Arts. The position provides awareness of the college's brand identity, mission, and vision to produce a wide range of university and public events that involve a collection of SJSU stakeholders, community leaders, and public supporters. Will involve evening and weekend work, as events are scheduled.

Key Responsibilities
  • Develop and plan timelines, monitors budget, provide faculty budgetary guidance and support, and coordinate Humanities and Art (H&A) Artistic Excellence Programming outreach events within SJSU, City of San Jose, and surrounding community
  • Enters purchase orders, direct payments, reimbursements, travel authorizations, travel reimbursements for AEPG events and other H&A events
  • Tracks budget allocations and expenses for AEPG events and other events
  • Coordinates with FD&O, Events Center and Purchasing, as needed
  • Coordinating staffing needs with the College and department(s) associated with the event. Including set up, event duration, and breakdown
  • Events range from small dinner gatherings and small receptions to large-scale gala-type events
  • Create engaging content to announce and publicize events
  • Hire, train, and supervise student assistants
  • Update College directories, calendars, websites, and other social media avenues to drive engagement
  • Assist with running reports and creating surveys of Directed Self Placement courses.
  • Release students holds in PeopleSoft
  • Design and create engaging text, image, and video content for College website and social media accounts to create an online presence for college programs and events
Knowledge, Skills & Abilities
  • Ability to handle multiple work priorities, organize and plan work and projects
  • Ability to perform accurately in a detail-oriented environment
  • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
  • General knowledge of University methods, procedures, and practices; English grammar, business writing, punctuation, and spelling
  • Ability to compose and appropriately format correspondence and reports
  • General knowledge of standard office technology and systems, and software applications such as word processing, spreadsheet, and database management
  • Ability to learn PeopleSoft and Oracle reporting systems and extract financial information from mainframe financial or student systems
  • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the department
  • Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
  • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
  • Strong oral and written communication skills
  • Must possess excellent customer service and public relations skills
Required Qualifications
  • A bachelor's degree and/or equivalent training
  • Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Preferred Qualifications
  • Bachelor of Arts or Bachelor of Science related to disciples in H&A or business
  • Four (4) years of related experience in office management, event management, project management and customer service
  • Experience with computers, relational databases, and spreadsheets applications
  • Experience in the supervision and training of staff and familiarity with university policies and department procedures

Compensation

Classification: Administrative Analyst/Specialist - Non Exempt
Anticipated Hiring Range: $5,130/month - $5,517/month
CSU Salary Range: $3,518/month - $6,791/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
  • Resume
  • Letter of Interest
All applicants must apply within the specified application period: December 6, 2023 through January 21, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at or by email at .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at or by email at .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority . click apply for full job details