Events and Outreach Specialist or Lead

Overview

• The wage is dependent upon qualifications, classification level and is non-negotiable. 
• Events and Outreach Specialist: $26.00- $31.50 per hour. This position is hourly, non - exempt. 
• Events and Outreach Lead is $5,583.33 - $5,916.67 per month ($67,000-$71,000 per year) this position is salaried, exempt. 

The ZIP Launchpad at San Diego State University is a startup incubator designed to foster innovation and entrepreneurship among students. The program is within the Division of Research and Innovation. The program provides resources, mentorship, and guidance to help students develop their ideas into viable startups. The department supports a diverse range of projects, from tech startups to social enterprises, aiming to turn innovative concepts into market-ready businesses. The ZIP Launchpad typically comprises around 5-7 full-time staff members alongside a varying number of student assistants. Student, staff, and faculty make up the program participants which can range from 50 to 100 depending on the semester and the number of active projects.

PURPOSE OF THE POSITION

Under the supervision of the ZIP Launchpad Program Manager, the Events and Outreach Specialist or Lead orchestrates a diverse array of events, for 20-400 guests, encompassing all aspects of planning, from catering and guest list management to parking logistics and event setup. This role also involves coordinating a large number of classroom presentations each semester, spearheading a team of student employees, and facilitating their training. Additionally, the Events and Outreach Specialist or Lead cultivates strategic relationships with campus clubs and organizations, facilitating programming to enhance these partnerships. The position requires adeptness in crafting communication pieces, media relations, and marketing while providing support on various high-level projects.

Responsibilities

Job Responsibilities:

Event Planning and Coordination: 50%

• Responsible for the creation and maintenance of the annual event calendar, tracking programming, application cycles, and events, and coordinating with campus partners.
• Supports the planning and execution events such as Startup Bootcamp, Board Meetings, Social Venture Challenges, Hackathons, San Diego Startup Week SDSU Day, Startup Story Speaker events.
• Handle event logistics, including parking, directions, instructions, and coordinating external guests.
• Coordinate catering orders, external vendor waivers, hospitality justifications, and pickup arrangements.
• Supports event coordination for partner organizations, including but not limited to the Lavin Entrepreneurship Center, San Diego Techstars powered by SDSU, and the Advancement of Research Commercialization in collaboration with the Technology Transfer Office.

Outreach and Partnerships: 20%

• Accountable for the success of events and partnerships as measured by KPIs for the number of applications received from club relationships, events, and class presentations.
• Facilitates, with the support of student interns, the execution of 100+ classroom presentations each semester to promote the ZIP Launchpad application cycle.
• Maintains and sustains club outreach, partnerships, and programming.
• Coordinates MGT Design Thinking Workshops with faculty each semester.
• Supports the Educational Opportunity Programs stipends program, including help with promoting, recruiting, reviewing/selecting applicants, and tracking attendance and awards.

Intern Team 15%

• Carefully select, hire, train, and oversee a dedicated team of student interns each semester.

Space Logistics: 10%

• Oversee the day-to-day operations, organization, and maintenance of the William E. Leonhard Entrepreneurship Center, including ordering supplies, swipe access and door control for events, maintaining shared spaces, coordinating room setups, and ensuring the center is welcoming and event-ready.
• Book external rooms for programming as needed
• Handle all bookings of the William E. Leonhard Entrepreneurship Center

Additional Support: 5%

• With the support of advisors and the Program Manager, identify, track, select, and support competition participants.
• Provide event/tabling support coordination for DRI/URAD/ZIP Launchpad activities as needed
• Support Techstars events and parking logistics.

Qualifications

Knowledge & Abilities

Events and Outreach Specialist: 

• Proficiency in planning, organizing, and executing events, including workshops, seminars, and networking events.
• Exceptional verbal and written communication skills to effectively interact with students, faculty, and industry profession.
• Ability to work fairly autonomously and exercise sound judgment and discretion in completion of assignments and projects.
• Strong ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Exceptional interpersonal skills, including strong public speaking, listening , and interpretive skills.
• Capability to oversee a team of student interns, providing guidance and supervision throughout the event planning process.
• A keen eye for detail to ensure all aspects of event planning and execution are meticulously handled.

Events and Outreach Lead:

• Proficiency in planning, organizing, and executing events, including workshops, seminars, and networking events.
• Exceptional verbal and written communication skills to effectively interact with students, faculty, and industry profession.
• Ability to work fairly autonomously and exercise sound judgment and discretion in completion of assignments and projects.
• Strong ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Working knowledge of and ability to apply standard theories, practices, principles and techniques related to communications.
• Exceptional interpersonal skills, including strong public speaking, listening, and interpretive skills.
• Capability to lead and manage oversee a team of student interns, providing guidance and supervision throughout the event planning process.
• A keen eye for detail to ensure all aspects of event planning and execution are meticulously handled.
• Ability to develop innovative event concepts and themes that align with the mission and goals of the SDSU ZIP Launchpad.
• Skill in building and maintaining relationships with key stakeholders, including sponsors, partners, and attendees.
• Experience in managing event budgets, ensuring cost-effectiveness and financial responsibility.
• Ability to leverage and coordinate with various external and campus resources, including facilities management, security, IT services, and catering.
• Ability to conduct thorough post-event evaluations to measure success, gather feedback, and identify areas for improvement.

Education/Experience

Events and Outreach Specialist: 

• Equivalent to a bachelors degree, which includes relevant coursework in the field.
• Two years of related professional or technical experience.

Events and Outreach Lead:

• Equivalent to a bachelors degree, which includes relevant coursework in the field.
• Three years of related professional or technical experience.

Preferred Qualifications and Special Skills:

• Thorough knowledge of the program and applicable communications communication techniques.
• San Diego State University Graduate.
• Master’s Degree in Marketing, Communications, Business Administration, or a related field.
• Experience in collaborating with academic departments, student organizations, and faculty to create events that complement educational objectives.
• Proficient in managing on campus event logistics, including venue selection, equipment rental, transportation, and accommodation arrangements ensuring optimal use and compliance with campus regulations.
• Knowledge of university policies and procedures related to event planning, including safety regulations, accessibility requirements, and financial protocols.
• Ability to plan events that align with the academic calendar, avoiding conflicts with major exams, holidays, and other significant campus events.

ADDITIONAL APPLICANT INFORMATION

• Candidate must reside in California and live within a commutable distance from SDSU at time of hire.
• Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check).
• San Diego State University Research Foundation is an equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.  
• Employment decisions are based on an individual’s qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every employee has equal access to resources and support. 
• SDSU Research Foundation complies with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), and other applicable state and federal anti-discrimination laws including grant or contract terms and conditions related to funded program activities. Further the SDSU Research Foundation maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices.  
• SDSU Research Foundation makes all employment decisions including, but not limited to, applicant screening, hiring, promotion, demotion, compensation, benefits, disciplinary actions, and terminations on the basis of merit.