Freelance University Event Planning Jobs (NOW HIRING)

Job no: 560284
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Marketing/Communications

Under the general direction of the Director of Special Events, the Senior Event Planner is responsible for planning, coordinating, and executing a broad range of university events that advance San José State University's strategic priorities. The incumbent independently manages complex event logistics and collaborates with campus departments, university leadership, external partners, vendors, and community stakeholders to deliver high-quality events that enhance the university's reputation and strengthen engagement with internal and external audiences.

The Senior Event Planner serves as a lead event professional responsible for planning and executing university events of varying sizes, scopes, and complexities. Assignments may include, but not be limited to, campaign launch and other associated events, alumni engagement programs, donor and stewardship events, presidential and cabinet events, academic ceremonies, recognition events, conferences, community engagement activities, student-focused events, campus celebrations, and other university-sponsored events as assigned. The position oversees all phases of event planning, including project management, logistics, venue coordination, vendor management, budgeting, hospitality, risk management, communications coordination, and on-site event execution. The incumbent works collaboratively with campus partners to ensure events align with university objectives, branding standards, and operational best practices.

In addition, the Senior Event Planner assists with Commencement planning and operations, including but not limited to supporting ticketing processes, event logistics, customer service, and coordination across multiple commencement ceremonies. The position exercises considerable judgment and initiative while managing multiple concurrent projects in a fast-paced environment and contributes to the continuous improvement of university event operations and guest experiences.

Key Responsibilities

• Lead the planning, coordination, and execution of university events of varying size and complexity
• Develop comprehensive event plans, project timelines, production schedules, run-of-show documents, and logistical plans
• Collaborate with university departments to understand event objectives and develop event strategies that support institutional priorities
• Manage event budgets, contracts, vendor relationships, and purchasing processes
• Ensure events reflect university branding, hospitality standards, accessibility requirements, and risk management practices
• Provide on-site event leadership, including setup, execution, troubleshooting, and event breakdown
• Evaluate event outcomes and recommend improvements for future programs
• Build and maintain collaborative relationships with campus departments, university leadership, faculty, staff, students, volunteers, sponsors, donors, alumni, and external partners
• Coordinate planning meetings and communicate project timelines, responsibilities, and event expectations
• Work collaboratively with Strategic Communications and Marketing, as well as other campus partners, to support event communications and promotional activities
• Serve as a primary liaison between event stakeholders and service providers to ensure successful event execution
• Identify opportunities to improve operational efficiency, customer service, and event planning processes
• Assist with planning and operational support for the university's commencement ceremonies and related events
• Maintain event records, planning documents, contracts, invoices, and reports

Knowledge, Skills & Abilities

• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Extensive knowledge of event planning principles, project management, logistics, and hospitality practices
• Ability to independently manage multiple complex projects simultaneously
• Excellent organizational and time management skills
• Strong written, verbal, and interpersonal communication skills
• Ability to establish and maintain effective working relationships with stakeholders
• Ability to exercise sound judgment and solve problems in dynamic environments
• Excellent skills managing vendors, contracts, and event budgets
• Proficiency with Microsoft Office and event management technologies
• Ability to analyze operational needs and implement process improvements
• Ability to work evenings, weekends, and occasional holidays as required to support university events
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Equivalent to a bachelor's degree in a related area
• Four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted on a year-for-year basis.

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.

Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• Bachelor’s Degree in Marketing, Hospitality, Business or a related field (In lieu of a degree, an additional five years of experience may be substituted for the degree)
• Minimum two years of experience planning complex events in higher education, nonprofit, government, hospitality, or corporate environments
• Minimum two years of experience coordinating large-scale public events, ceremonies, conferences, or institutional events
• Minimum two years of experience working with university leadership, external stakeholders, and community partners
• Experience with event management software, CRM systems, and ticketing platforms (ie Ticketmaster, Paciolan, etc.)
• Experience coordinating vendor contracts, event logistics, and hospitality services

Compensation

Classification: Event Conference Planner III
Anticipated Hiring Range: $7,254/month - $7,399/month (Step 19 or Step 20)
CSU Salary Range: $5,079/month - $7,399/month (Step 1 – Step 20)
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 .

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 Officeor report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

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.

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 athttps://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. 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 408-924-1501 or by email atclerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing athttps://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . 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 408-795-5600 or by email atuhs-frontdesk@sjsu.edu .

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. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.

Advertised: Jul 23 2026 Pacific Daylight Time
Applications close: