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Job ID: 136310

Special Events Coordinator
University of San Francisco

Date Posted Jan. 15, 2020
Title Special Events Coordinator
University University of San Francisco
San Francisco, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Athletics and Recreation Services
    Administrative Support/Services

Special Events Coordinator

University of San Francisco


USF Hilltop Campus

Job Title:
Special Events Coordinator

Job Summary:
The University of San Francisco values diversity of perspectives, experiences, and traditions as essential components of a quality education in our global context. In the Special Events department, we strive to create experiences for our alumni, donors, parents, faculty, staff, students, and friends that reflect this unique vision.

Reporting to the Director of Special Events, the Coordinator, Special Events will independently manage all aspects of the annual CelebrateUSF Weekend, encompassing alumni weekend, parents and family weekend, and a food, wine, and entertainment festival. Additionally, this position will play an integral role in the development department, and provide logistical support to a portfolio of special events for our alumni, donors, and friends of the university. This position will represent the department to university leadership and represent our university to external audiences.

Full Job Description:


The Coordinator, Special Events will support a portfolio of University events furthering the University of San Francisco's fundraising and engagement objectives. This role will have direct responsibility for project-managing the annual multi-day CelebrateUSF Weekend. The Coordinator will plan, strategize, and project-manage all aspects of event planning from start to finish. This position will collaborate closely with key university partners, university leadership, and external constituents. It will be required to manage events outside of normal work hours.

  • Independently project-manage logistics for the university's CelebrateUSF weekend. Duties include: Production timeline creation, coordination and oversight of weekly event meetings, event marketing, event design, vendor management, event registration, event giveaways, event coordination, volunteer management, event and leadership briefing management, event execution, and post-event reconciliation and wrap-up.
  • Responsible for all aspects of budget management including tracking expenses, revenue, sponsorships, and multiple funding streams.
  • Proactively meet and communicate with all event clients and key stakeholders, providing regular updates on event milestones, deadlines, challenges, and progress.
  • Employ effective follow-up systems to ensure deadlines are being met.
  • Create and maintain positive working relationships with the development division, university partners, vendors, and external stakeholders while maintaining the utmost professionalism.
  • Support a portfolio of various development events and assist with all aspects of event planning including marketing, coordination, and execution.
  • Maintain USF brand identity with all event marketing, content, signage, and giveaways, in accordance with the Office of Marketing Communications.
  • Track event information and event attendee data in Salesforce while adhering to university standards and best-practices.
  • Provide day-of support to all development events managed by members of the Special Events and Alumni Engagement departments.
  • Constantly conduct research and identify new event industry trends and standards, and recommend, develop, and implement new methods and policies to enhance the quality of our events.
  • Perform other duties as assigned.

  • Bachelor's degree.
  • 5 years of increasingly responsible event and project-management experience. Higher-education or non-profit experience is a plus.
  • Excellent verbal and written communication skills with demonstrated ability to write articulate correspondence and present to and influence a diverse group of stakeholders.
  • Advanced interpersonal skills with the ability to tactfully and effectively interface with university leadership, trustees, donors, alumni and high-profile events guests.
  • Demonstrated attention to detail and meticulous organizational skills, with proven ability to manage multiple competing priorities and deadlines.
  • Extremely flexible, and comfortable with change and shifting priorities.
  • Team orientated with a strong habit of collaborating, but also capable of working independently with minimal supervision.
  • Strong crisis-management and problem-solving skills.
  • Experience or familiarity with systems including: Salesforce, Cvent, Emma, Qualtrics, Concur, G Suite, or comparable software.
  • Ability to travel domestically and work evenings and weekends.

Full time

Pay Rate:

To apply, visit

The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to Change the World From Here. For more information, visit


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