Student Event Coordinator

Student Event Coordinator

Posting Details

Position Information 

Job Title  | Student Event Coordinator
Union Level  |
Department  | Student Leadership & Involvement
Campus  | Stockton
Posting Number  | 201304111P
Full or Part Time  | Full Time
Number of Months  | 12
Work Schedule  |
Position End Date  |
Open Date  | 08/01/2025
Close Date  |
Open Until Filled  | Yes
Special Instructions to Applicants  | For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.
Sponsorship  | This position is not eligible for a visa sponsorship now or in the future.

 
Position Summary Information 

Primary Purpose  | Under general direction of the Assistant Vice President, and in collaboration with campus partners, the Student Event Coordinator will provide front-line support to students and student groups authorized to reserve space for meetings and events. The Coordinator will be responsible for two primary functions: 1) work with the central campus scheduling system, Event Management Systems software (EMS), to reserve meeting and event spaces for all student events on the Stockton campus, and 2) assist the Student Involvement team with the execution of student activities, events, and reimbursements.

Essential Functions  | Evaluates all student event requests for university space usage for meetings and events for reservable spaces. Uses judgment to determine which university facility best meets the requested usage needs. Assign an appropriate venue that will best meet the needs of the facility usage request. Support clear procedures and practices related to the Event Management System. Follows and enforces EMS guidelines, definitions, and practices for meeting and event scheduling. Approves or denies space requests based on the following: appropriate lead time, suitability of venue, conflict or potential conflict, and availability of campus partners. Serves as a primary subject matter expert for EMS for student events. Must maintain current knowledge of EMS product and its expansive capabilities. This includes active participation in EMS product forums, conferences, webinars, and other EMS product knowledge offerings. Coordinates reporting to serve Facilities colleagues for visibility into upcoming events and activities on campus. Meets with student requestors to provide guidance related to ensuring building access, setup/teardown, and technology are scheduled. Ensures groups have contacts for campus partners to assist with execution of events including but not limited to technology, dining, or physical plant. Front-facing with students to manage campus spaces and room reservations. Ensures that Assistant Directors and the area’s Business Manager are aware of planned student events where setup and payment to vendors, and contracts will be required. Works closely with the Business Manager to submit student reimbursements that have been approved by the appropriate Assistant Director. Organize and/or assist with the coordination of activities and events including but not limited to: Facilitating arrangements/submitting FAMIS requests for facilities and equipment, set-up, and arranging technical support as needed. Assists in the On-Boarding support for new staff, including space and technology setup. Demonstrates a positive attitude and ability to work successfully with diverse populations with a commitment to promote and enhance diversity and inclusion. Interacts with individuals from all organizational levels of the University and the local community in a professional and congenial manner. Attends and participates in Division meetings. Participates in staff training to continue ongoing professional development. Supports and celebrates the accomplishments of staff and student leaders in the department through monthly, semesterly, and end of year engagement. Maintains, develops, and improves administrative and operational processes as needed. Performs other duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty and staff.

This position serves as Campus Security Authority (CSA) as outlined by the Clery Act. CSAs have federally mandated responsibilities to report crimes that are reported them.

Minimum Qualifications  | High School Diploma or GEDOne (1) year of related office work experience. One (1) year of experience working with office technology, including Microsoft Office Suite.

Preferred Qualifications  | Associate degree. Two (2) years related work experience. Experience working with event management systems (i.e. EMS Campus, EMS Enterprise, EMS Professional, EMS Lite, Ad Astra or R-25.). Experience working with facilities management systems (i.e. FAMIS). Skills/Knowledge and Expertise: Advanced proficiency in Event Management Systems (EMS). Word processing and spreadsheet application skills. Experience in working with databases. Excellent data entry and keyboarding skills. Good oral and written communication skills. Ability to work independently without direct supervision. Accuracy and attention to detail. Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion. Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements  | The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Requires extended periods of sitting and repetitive hand/wrist motion while using a computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping, and reaching. Occasional lifting up to 25 pounds.

Work is performed during standard hours; Additional hours may be required to meet business needs or deadlines.
Hiring Range  | $21-$22 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement  | All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

AA/EEO Policy Statement  | University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

Required fields are indicated with an asterisk (*).

Applicant Documents