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Event Coordination Specialist

2 months ago

San Diego, California, United States San Diego State University Research Foundation Full time
Position Overview

Compensation is based on qualifications and is non-negotiable.

  • Event Coordination Specialist: $26.00 - $31.50 per hour. This role is hourly and non-exempt.
  • Outreach and Engagement Lead: $5,916.67 per month ($67,000 - $71,000 annually). This role is salaried and exempt.

The ZIP Launchpad at San Diego State University serves as a startup incubator aimed at nurturing innovation and entrepreneurship among students. Situated within the Division of Research and Innovation, this program offers resources, mentorship, and guidance to assist students in transforming their ideas into successful ventures. The department encompasses a wide array of projects, ranging from technology startups to social enterprises, with the goal of converting innovative concepts into market-ready businesses. Typically, the ZIP Launchpad consists of approximately 5-7 full-time staff members, alongside a fluctuating number of student assistants. Participants in the program include students, staff, and faculty, with numbers varying from 50 to 100 based on the semester and active projects.

Role Purpose

Under the guidance of the ZIP Launchpad Program Manager, the Event Coordination Specialist or Outreach and Engagement Lead is responsible for orchestrating a variety of events for guests, managing all aspects of planning including catering, guest list management, parking logistics, and event setup. This position also entails coordinating numerous classroom presentations each semester, leading a team of student employees, and facilitating their training. Furthermore, the role involves building strategic relationships with campus clubs and organizations to enhance programming and partnerships. The position requires proficiency in creating communication materials, managing media relations, and marketing, while also providing support for various high-level projects.

Key Responsibilities

Under the supervision of the ZIP Launchpad Program Manager, the Event Coordination Specialist or Outreach and Engagement Lead plays a pivotal role in organizing and executing a diverse range of events and programs, from large-scale initiatives like Startup Bootcamps and Hackathons to classroom presentations. Responsibilities include:

  • Developing and maintaining an annual event calendar, tracking programming, application cycles, and coordinating with campus partners.
  • Leading the planning and execution of events such as Startup Bootcamp, Board Meetings, Social Venture Challenges, Hackathons, and speaker events.
  • Managing event logistics, including parking, directions, and coordination with external guests.
  • Coordinating catering orders, vendor agreements, and hospitality arrangements.
  • Supporting event coordination for partner organizations, including but not limited to the Lavin Entrepreneurship Center and San Diego Techstars.

Outreach and Partnerships: 20%

Event Coordination Specialist:

  • Accountable for the success of events and partnerships, measured by key performance indicators agreed upon with the Program Manager.
  • Facilitating the execution of over 100 classroom presentations each semester to promote the application cycle.
  • Maintaining and nurturing club outreach, partnerships, and programming.
  • Coordinating workshops with faculty each semester.

Outreach and Engagement Lead:

  • Responsible for the success of events and partnerships, with a focus on the number of applications received.
  • Overseeing the quality and execution of classroom presentations to promote the application cycle.
  • Developing and sustaining club outreach and partnerships.
  • Leading workshops with faculty each semester.

Intern Team Management: 15%

  • Carefully selecting, hiring, training, and overseeing a dedicated team of student interns each semester.

Space Logistics: 10%

  • Overseeing space logistics, including access control for events.
  • Booking external rooms for programming as necessary.

Additional Support: 5%

  • Identifying and supporting competition participants with the assistance of advisors and the Program Manager.
  • Providing coordination support for various activities as needed.
Qualifications

Knowledge & Abilities

Event Coordination Specialist:

  • Proficient in planning and executing events, including workshops and networking activities.
  • Exceptional communication skills for effective interaction with diverse stakeholders.
  • Ability to work independently and exercise sound judgment.
  • Strong organizational skills to manage multiple projects and meet deadlines.

Outreach and Engagement Lead:

  • Proficient in planning and executing events, with a focus on quality and innovation.
  • Exceptional communication skills for effective interaction with diverse stakeholders.
  • Ability to lead and manage a team of interns.
  • Experience in managing event budgets and ensuring financial responsibility.

Education/Experience

Event Coordination Specialist:

  • Bachelor's degree or equivalent experience in a relevant field.
  • Two years of related professional experience.

Outreach and Engagement Lead:

  • Bachelor's degree or equivalent experience in a relevant field.
  • Three years of related professional experience.

Preferred Qualifications:

  • Knowledge of communication techniques and university policies related to event planning.
  • Experience in collaborating with academic departments and student organizations.

Additional Information

  • Candidates must reside in California and be within a commutable distance from the university.
  • Employment is contingent upon satisfactory background check results.