Coast Colleges
Special Events Coordinator (IN-HOUSE ONLY)
Coast Colleges, Huntington Beach, California, us, 92615
Summary
Coordinates and assists administrators with campus, intra-District, and special conferences, workshops, training, competitions, and events. Develops and maintains participant and subject matter information. Develops and distributes announcements, flyers, registration forms, and other materials that announce and publicize programs. Provides administrative assistance to program leaders. Distinguishing Career Features
The Special Events Coordinator is a specialized position that provides logistics, administrative, and communications support for conferences, workshops, training, and intra-District events and competitions. Incumbents are expected to provide a full scope of service before, during, and after events, and to provide support, logistics coordination, and implementation of specific programs involving a large number of people. Essential Duties and Responsibilities
Plan, coordinate, implement, and administer large-scale events such as workshops, conferences, training, recruiting and alumni fairs, and local and regional competitions. Develop and maintain participant lists. Arrange sites, speakers, judges, panels, etc. Prepare program schedules. Arrange for media or other participation as deemed appropriate. Interact with campus and District-level Administrators to coordinate and provide logistics and hospitality support to activities, events, and training activities. Provide support to events-in-progress. Arrange for multi-media support, programs, production of materials, evaluations, certificates, supplies, and refreshments. In competitions, work with judges, event leaders, and panels to select events, criteria, format, and participation rules. Prepare and maintain lists and pertinent participant and venue information. Access the database to produce confirmation letters, fee statements, invoices, billings, other mailings, and registration support. Participate with marketing and event leaders in developing interest in events. Prepare advertising-quality flyers, announcements, programs, and course catalogs. Coordinate and may prepare design and layout of graphic artwork to support events. Arrange for and may design certificates used to acknowledge participation and competition results. Arrange for special awards, depending on the nature of the event. Compose a variety of correspondence on original formats such as memos, requisitions, forms, letters, reports, and agendas. Prepare fee and expense statements to participants and prepare monthly billing statements. Perform other related duties as assigned that support the objective of the position. Abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.
Knowledge and Skills Working knowledge in all aspects of workshop and special event preparation, planning, and coordination from inception to design to implementation and feedback. Coordination of events for large groups and multiple organizations, including multi-day competitions. Knowledge of and skills in graphic arts, desktop publishing and related tools used for producing brochures, flyers, announcements, and catalogs. Working knowledge of spreadsheet, word processing, and interface programs. Knowledge of rules and regulations governing workshops, competitions, and special events. Problem solving skills to develop action plans for completion of all phases of an assignment. Mathematical skills to compute sums, quotients, fractions, percentages, and ratios. Knowledge of proper English usage, grammar, spelling, punctuation, and format to prepare professional correspondence. Human relations skills to facilitate small group processes, coordinate work of others, make announcements to large audiences, and convey a positive image of the District. Abilities
Ability to perform the essential responsibilities and functions of the position. Ability to work flexible hours, including evenings and weekends, as assigned. Ability to operate a personal computer terminal, printers, and specialized software. Ability to analyze technical problems and develop and apply appropriate solutions. Ability to convert a project objective into a sequenced list of tasks and action plans. Ability to write professional correspondence. Ability to prioritize work to meet deadlines in an environment with multiple deadlines. Ability to work effectively as part of internal and external teams devoted to customer service. Physical Abilities Specific physical demands and working conditions will be described in the Office of Human Resources records; essential functions vary by position. ADA/FEHA accommodations will be provided as required by law.
Minimum Qualifications
Education, Experience, D.E.I.A
This position requires an Associate’s degree with an emphasis on event management, hospitality, or related discipline and three years of experience coordinating and supporting conferences for large groups. Additional relevant experience may substitute for some education. Or any combination of education and experience providing equivalent qualifications, plus demonstrated evidence of responsiveness to and understanding of diversity and equity within the community college student population. Licenses and Certificates
Require a valid driver license. Working Conditions
Work is performed in an indoor environment with minimal health and safety considerations. Employment Information
This is an IN-HOUSE ONLY, regular, full-time, 12-month classified position. Normal hours are 6:00 a.m. to 2:30 p.m., Monday through Friday. Hours may include nights and/or weekends as needed. The effective date of employment will be arranged with the supervisor. Application Details Before applying, review the Coast Colleges District Board Policy regarding Nepotism (BP 7310). Applicants must be authorized to work for any employer in the U.S. We do not sponsor work visas. For questions, contact HR Recruitment at 714-438-4714 or 714-438-4716. Application Requirements To be considered, submit a complete application packet by the deadline: 11:59 pm, Friday, October 24, 2025. Incomplete applications or materials submitted by mail will not be considered. The district does not return materials. A complete application packet includes: Coast Community College District Online Employment Application. Current Resume detailing professional and educational background and experience. Cover Letter describing experience related to the role. Responses to Supplemental Questions. Provide clear and detailed responses; do not paste your resume or leave blank. Reasonable accommodations
Individuals who need accommodations in accordance with ADA should notify the Human Resources Office at jobs@cccd.edu or 714.438.4716. Pay Philosophy and Benefits Pay philosophy: Coast District places new employees at the first step of the salary grade; salary movements occur on July 1 each year. Salary range EE-115. Benefits Generous medical, dental, vision and life insurance plans for employees and dependents 21 paid holidays Cumulative sick leave Paid vacation Longevity salary programs PERS/STRS retirement plans Deferred compensation/457 plans Employee Assistance Program Equal Opportunity and Title IX The Coast Community College District is an Equal Opportunity Employer and is committed to diversity and inclusive practices. The District does not discriminate on any protected status. For Title IX information, see the district's policy page. Selected Candidate Requirements Certificate of Tuberculosis exam required for initial appointment Live Scan fingerprint clearance before first day of employment Proof of eligibility to work in the United States (Social Security Card) Participate in new hire onboarding Important Notices The district is an Equal Opportunity Employer. For more information, see the district's policies. This recruitment may be cancelled or delayed without notice.
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Coordinates and assists administrators with campus, intra-District, and special conferences, workshops, training, competitions, and events. Develops and maintains participant and subject matter information. Develops and distributes announcements, flyers, registration forms, and other materials that announce and publicize programs. Provides administrative assistance to program leaders. Distinguishing Career Features
The Special Events Coordinator is a specialized position that provides logistics, administrative, and communications support for conferences, workshops, training, and intra-District events and competitions. Incumbents are expected to provide a full scope of service before, during, and after events, and to provide support, logistics coordination, and implementation of specific programs involving a large number of people. Essential Duties and Responsibilities
Plan, coordinate, implement, and administer large-scale events such as workshops, conferences, training, recruiting and alumni fairs, and local and regional competitions. Develop and maintain participant lists. Arrange sites, speakers, judges, panels, etc. Prepare program schedules. Arrange for media or other participation as deemed appropriate. Interact with campus and District-level Administrators to coordinate and provide logistics and hospitality support to activities, events, and training activities. Provide support to events-in-progress. Arrange for multi-media support, programs, production of materials, evaluations, certificates, supplies, and refreshments. In competitions, work with judges, event leaders, and panels to select events, criteria, format, and participation rules. Prepare and maintain lists and pertinent participant and venue information. Access the database to produce confirmation letters, fee statements, invoices, billings, other mailings, and registration support. Participate with marketing and event leaders in developing interest in events. Prepare advertising-quality flyers, announcements, programs, and course catalogs. Coordinate and may prepare design and layout of graphic artwork to support events. Arrange for and may design certificates used to acknowledge participation and competition results. Arrange for special awards, depending on the nature of the event. Compose a variety of correspondence on original formats such as memos, requisitions, forms, letters, reports, and agendas. Prepare fee and expense statements to participants and prepare monthly billing statements. Perform other related duties as assigned that support the objective of the position. Abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.
Knowledge and Skills Working knowledge in all aspects of workshop and special event preparation, planning, and coordination from inception to design to implementation and feedback. Coordination of events for large groups and multiple organizations, including multi-day competitions. Knowledge of and skills in graphic arts, desktop publishing and related tools used for producing brochures, flyers, announcements, and catalogs. Working knowledge of spreadsheet, word processing, and interface programs. Knowledge of rules and regulations governing workshops, competitions, and special events. Problem solving skills to develop action plans for completion of all phases of an assignment. Mathematical skills to compute sums, quotients, fractions, percentages, and ratios. Knowledge of proper English usage, grammar, spelling, punctuation, and format to prepare professional correspondence. Human relations skills to facilitate small group processes, coordinate work of others, make announcements to large audiences, and convey a positive image of the District. Abilities
Ability to perform the essential responsibilities and functions of the position. Ability to work flexible hours, including evenings and weekends, as assigned. Ability to operate a personal computer terminal, printers, and specialized software. Ability to analyze technical problems and develop and apply appropriate solutions. Ability to convert a project objective into a sequenced list of tasks and action plans. Ability to write professional correspondence. Ability to prioritize work to meet deadlines in an environment with multiple deadlines. Ability to work effectively as part of internal and external teams devoted to customer service. Physical Abilities Specific physical demands and working conditions will be described in the Office of Human Resources records; essential functions vary by position. ADA/FEHA accommodations will be provided as required by law.
Minimum Qualifications
Education, Experience, D.E.I.A
This position requires an Associate’s degree with an emphasis on event management, hospitality, or related discipline and three years of experience coordinating and supporting conferences for large groups. Additional relevant experience may substitute for some education. Or any combination of education and experience providing equivalent qualifications, plus demonstrated evidence of responsiveness to and understanding of diversity and equity within the community college student population. Licenses and Certificates
Require a valid driver license. Working Conditions
Work is performed in an indoor environment with minimal health and safety considerations. Employment Information
This is an IN-HOUSE ONLY, regular, full-time, 12-month classified position. Normal hours are 6:00 a.m. to 2:30 p.m., Monday through Friday. Hours may include nights and/or weekends as needed. The effective date of employment will be arranged with the supervisor. Application Details Before applying, review the Coast Colleges District Board Policy regarding Nepotism (BP 7310). Applicants must be authorized to work for any employer in the U.S. We do not sponsor work visas. For questions, contact HR Recruitment at 714-438-4714 or 714-438-4716. Application Requirements To be considered, submit a complete application packet by the deadline: 11:59 pm, Friday, October 24, 2025. Incomplete applications or materials submitted by mail will not be considered. The district does not return materials. A complete application packet includes: Coast Community College District Online Employment Application. Current Resume detailing professional and educational background and experience. Cover Letter describing experience related to the role. Responses to Supplemental Questions. Provide clear and detailed responses; do not paste your resume or leave blank. Reasonable accommodations
Individuals who need accommodations in accordance with ADA should notify the Human Resources Office at jobs@cccd.edu or 714.438.4716. Pay Philosophy and Benefits Pay philosophy: Coast District places new employees at the first step of the salary grade; salary movements occur on July 1 each year. Salary range EE-115. Benefits Generous medical, dental, vision and life insurance plans for employees and dependents 21 paid holidays Cumulative sick leave Paid vacation Longevity salary programs PERS/STRS retirement plans Deferred compensation/457 plans Employee Assistance Program Equal Opportunity and Title IX The Coast Community College District is an Equal Opportunity Employer and is committed to diversity and inclusive practices. The District does not discriminate on any protected status. For Title IX information, see the district's policy page. Selected Candidate Requirements Certificate of Tuberculosis exam required for initial appointment Live Scan fingerprint clearance before first day of employment Proof of eligibility to work in the United States (Social Security Card) Participate in new hire onboarding Important Notices The district is an Equal Opportunity Employer. For more information, see the district's policies. This recruitment may be cancelled or delayed without notice.
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