Meeting Coordinator Jobs (NOW HIRING)

SELD Meeting and Events Office Coordinator
Job no: 559596
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Classification: Administrative Support Coordinator I
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary: $4,047* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.
Priority Screening Date: July 9, 2026
Recruitment Status: Open Until Filled
Employment with the California State University System
ABOUT CSUMB
California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year.
With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.
The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.
As one of the 22 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.
PURPOSE:
Under the general direction of the Director of Student Engagement and Leadership Development, the incumbent has responsibility for coordinating administrative operations for the Student Engagement and Leadership Development (SELD) department. This role performs complex administrative and operational support functions in support of the overall coordination and effectiveness of SELD students and staff, including responsibility for coordinating projects, workflows, and event processes from initiation through implementation.
The Coordinator supports SELD staff and CSUMB students in various clubs and organizations including Associated Students (AS), Inter-Club Council (ICC), and United Sorority and Fraternity Council (USFC), and serves as a key resource on administrative procedures, policies, and systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Special Event and Activity Support
In collaboration with SELD and AS staff, coordinates meetings and events for SELD and student organizations- including the Associated Students (AS), InterClub Council (ICC), and United Sorority and Fraternity Council (USFC)- by serving as the liaison to University Affairs, Ceremonies and Events (UACE). Reviews documents submitted through MyRaft for completeness, accuracy, and adherence to university event policy, and provides guidance and troubleshooting to students and staff regarding submission requirements. Tracks and monitors documents and office processes and workflow related to events, ensuring timelines and compliance requirements are met from initiation through completion. Coordinates and monitors event workflow approvals in MyRaft related to catering and facility work orders as directed. Works in collaboration with the SELD Analyst to communicate catering needs and coordinates logistics with campus partners to ensure successful event execution. Represents SELD/AS at weekly campus-wide service provider/event planning meetings as necessary and coordinates follow-up actions and communications. Provides guidance and training to student leaders on event planning processes, systems, and policies.
2. Operations Support
Coordinates with SELD/AS staff to submit work orders and catering for events and meetings hosted by AS, ICC, and USFC, as well as the SELD office. In coordination with the SELD Analyst, orders and distributes supplies for club activities and monitors inventory and purchasing processes. Tracks, distributes, and communicates with office student assistants, as well as clubs and organizations regarding equipment check out needs and availability. Coordinates office workflows and administrative processes, identifies process improvements, and ensures efficient operations. Provides lead work direction and guidance to student assistants and support staff, ensuring accuracy and timeliness of work. Develops and maintains SOPs for the office.
3. General Office Support
As the first point of contact for campus and community members on a daily basis, the incumbent will provide information relating to SELD and AS matters such as events and programs, resources, and staff schedules. Provides complex administrative support related to meetings and events for the Student Engagement and Leadership Development Staff and Students, including updates to the website. Helps process POI forms and DUB certification for the SELD office, clubs, and organizations. Assist in the timely and accurate coordination and implementation of SELD office procedures, including SEAFs, and develops and maintains office procedures and documentation. Uses judgement and discretion in processing of confidential materials, which includes electronic, clerical, record keeping, and administrative support tasks in support of the infrastructure and daily operations in the SELD office. Composes correspondence, reports, and other documents as requested and drafts standard reports and communications independently. Performs data entry and duplicates materials. Receives and screens visitors and telephone calls, addresses questions and takes required action or refers requests as appropriate. Receives, sorts, date-stamps and distributes mail. Interacts with and supports service learners. Serves as a source of information about CSUMB administrative processes for SELD staff and students, and the wider university community.
5. Information Tracking and Reporting
Tracks, monitors, and prepares reports related to events, office operations, and student organization activities. Compiles reports and provides recommendations to improve workflows and program effectiveness. Maintains records and databases and supports budget tracking and reconciliation activities. Identifies operational issues and implements solutions in coordination with leadership.
6. Travel Coordination and Reconciliation
Coordinates travel arrangements for staff, student employees, and student organizations, including transportation, lodging, and registrations. Ensures compliance with university travel policies and procedures. Processes travel authorizations, reimbursements, and expense reports. Reconciles travel expenses and maintains accurate financial documentation. Serves as a resource to staff and students regarding travel policies and procedures. Coordinates and communicates required travel-related waivers, ensuring timely completion, accuracy, and compliance with university risk management and travel requirements.
Other Functions:

1. Actively participates in department meetings, training programs, collaborations, retreats, and planning sessions.

1. Attends seminars and conferences to maintain program and professional development

1. Perform other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.
Skills: Experience to be fully functional in all technical aspects of work assignments. Working knowledge of budget policies and procedures.
Ability to: use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.
MINIMUM QUALIFICATIONS:
Must possess a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
PREFERRED QUALIFICATIONS:
Bilingual preferred. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
• This position has been designated as a sensitive position with responsibility for the care, safety and security of people (including children and minors), animals and CSU property;

• • access to, or control over, cash, checks, credit cards, and/or credit card account information;
  • responsibility or access/possession of building master or sub- master keys for building access;
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards;

• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
• May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:
Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
BENEFITS/PERKS:
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit the Employee Benefits Summary. The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: https://csumb.edu/corporation/employee-housing
APPLICATION PROCEDURE:
To receive full consideration, applicants must complete and submit the required online application by the priority screening date listed on the Careers at CSUMB we