Conference Associate Jobs in Rancho Cucamonga, CA

Type of Appointment: Full-Time, At-Will 

Job Classification: Administrator I 

Anticipated Hiring Range: $75,004 - $90,000 annually (Commensurate with skills and qualifications) 

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: August 11, 2026

THE DEPARTMENT:
The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. The office the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external affairs advancement services and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations which serves as the official entity to receive and manage all contributions to the University. The University Development creates programs, events and activities that stimulate the involvement and interest of an ever-growing base of nearly 140,000 alumni, parents, current donors, and friends. The development staff work together to maintain relationships with on-campus and off-campus constituencies and stakeholder groups interested in advancing the mission of the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES:

Assist in the management and oversight of high-level campus events

• This position will also provide support, guidance and review to campus wide and external events and will serve as the primary liaison to each college, the President's Office, and various other divisions and departments in relation to providing event strategies and recommendations for achieving goals and objectives and developing events that provide a forum for engaging various constituencies.
• While ensuring that events are planned in accordance with campus policies and procedures, support the Executive Director in the planning and execution of: Institutional Events Plan, execute and manage the details of high-profile university events including but not limited to: Commencement, Dean's Receptions, Fall Conference, Ground Breakings, Ribbon Cuttings, Resource Fair, Rose Float events and activities, including parade and ticketing, Campus Milestones or Celebration Events, Events that support the Office of the President, University Advancement Events Plan
• Execute and manage the details of University Advancement/Development events including but not limited to: Presidential Circle Receptions, President Scholars Event, Founders Society Receptions, Philanthropic Foundation Meeting Set Up, Philanthropic Foundation Events, Division Meetings, Presidential Donor Dinners, Regional Alumni/Donor Events
• Campus Support - Provide guidance as needed and assist with some logistical detail for campus events including but not limited to: Open House Events, Pumpkin Fest, Hotdog Caper, Cultural and Identity Celebrations
• External Event Support -  Provide guidance as needed and assist with some logistical detail for external events including but not limited to:  Legislative Events/Visits and Trustee Visits

Lease of Facilities

• Collaborate with external community and commercial stakeholders to generate revenue, support campus life, and establish partnerships.
• Oversee the execution of contracts, cost estimates and execution of all license of facilities contracts.
• Work with the License of Facilities specialist to maintain accurate SSOPs, contracts and third-party rates.
• Support the coordination of logistics with areas such as University Police Department, Environmental Health and Safety, Facilities, Parking, Foundation Enterprises, Strategic Communications, University President's Office, Emergency Management, Risk Management, etc., among others, ensuring adherence to campus and CSU policies, as well as compliance with the State Fire Marshal's requirements.

Management of Staff Events Review Group and University Event Integrity Office

• Management - In the absence of the Executive Director, the Associate Director will manage and guide the University Events staff. This includes balancing complex schedules and duties; budget; and lease of facilities.
• Maintain ongoing communication and information sharing with department staff.
• Work closely to solicit input and suggestions, and act on staff suggestions (when appropriate), on methods to best provide exemplary support and service to all constituents.
• Establish and ensure staff follow practices, policies, and procedures for the Division of University Advancement and ultimately throughout the university.
• Assist with the management of the University Events Calendar and develop methods to streamline processes and reduce duplication of efforts within the Division of University Advancement and the campus community to avoid the impact or conflict with other events or projects.
• Make recommendations to ultimately provide overall maintenance of college and university-wide calendars through the Centralized Events department, for university-wide events and use of facilities
• Develop and maintain ongoing communication and sharing of information with other University Advancement units, the colleges and throughout the university.
• Develop an ongoing system to monitor and accurately assess the department's progress in accomplishing and carrying out its set goals and objectives.
• Assist with the state and philanthropic foundation budgets allocated to the Events and Special Projects department.
• At times will serves as the event liaison to the Office of the President; schedule, plan, and manage presidential events at Manor House, Kellogg House Pomona, etc.
• Support the department in a centralized events model to support the campus in the execution, communication and needs of conducting events that meet campus requirements and policies.
• Events Review Group - Participate in the events review group on campus. This group meets to review large scale events to ensure that they are held in a safe manner and meet campus requirements (permits, insurance, safety protocols) and will work with the following entities: University Police Department, Environmental Health and Safety, Facilities, Parking, Foundation Enterprises, Strategic Communications, University President's Office, Emergency Management, Risk Management, etc.
• Event Integrity - Work with staff to ensure that event logistics are clear, well planned and calendared appropriately on campus stakeholders' calendars and through 25 Live. This also includes the utilization of approved university event management software and the university alumni and donor database. The Executive Director will also manage post-event procedures and ensure that data is collected and entered correctly.

On Campus Event Approval

• Utilize 25Live to assist with managing registration
• As needed, oversee the reservation process for events requiring on-campus space, ensuring that requests are evaluated and prioritized in accordance with institutional objectives and operational protocols. Approval of campus venues will align with university time, place and manners, safety standards, and established regulations, encompassing procedures for both student-focused and campus-wide events.
• Review and approve all outdoor space requests within 25Live.
• Review for accuracy and correct information to ensure all campus support entities are notified properly.
• Ensure that space requests are accurate to the needs of the event or activity.
• Manage the use of space for daily events and activities to ensure events are held in a safe manner and meet time, place, and manner guidelines.
• Work with campus stake holders including but not limited to: University Police Department, Environmental Health and Safety, Facilities, Parking, Foundation Enterprises, Strategic Communications, University President's Office, Emergency Management, Risk Management, etc.

Travel

• Travel locally and nationally, as needed, to attend conferences, meetings, and seminars to learn about the latest trends and best practices available for university funding.
• Research other institutions that have been successful in their fundraising efforts and use them as models to formulate and recommend practices for Cal Poly Pomona's strategic plan for fundraising and recognition of major donors.

QUALIFICATIONS:

• Bachelor's Degree 
• Minimum of three (3) years of event management experience and demonstrated success in the strategic planning, management and implementation of special events and project planning. Successful proven experience and background in leading and directing staff members. Experience in solicitation and negotiation of contracts.
• Strong collaborative and interpersonal skills.
• Excellent writing and communication skills.
• Demonstrated ability and success in budget management.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and projects.
• Ability to discern applicable underlying principles to conceive and develop strategic solutions and provide recommendations.
• Ability to interpret and evaluate results and develop sound conclusions and recommend new or revised solutions, policies or procedures.
• Availability to work nights and weekends for various events throughout the year.

PREFERRED QUALIFICATIONS:

• Successful proven experience and background in leading and directing staff members.
• Experience in solicitation and negotiation of contracts.
• The ability to demonstrate a constant professional attitude and demeanor, maintain integrity, and lead a seamless and smooth-running operation while balancing numerous commitments, obligations, and challenging deadlines in a fast-paced and stressful environment in order to fulfill the mission of the department to provide unparalleled support and service to the campus community, relative to events and special projects.
• Experience in higher education, specifically with the CSU, in fundraising and donor recognition of events and major campus projects.

Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

Education Code 89521 Requirements
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range
This position is part of the Management Personnel Plan unit M80. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website.  Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk ...