CALIFORNIA SCHOOL EMPLOYEES ASSOCIATION

Travel and Event Coordinator (Short-Term) - San Jose, CA

Short-Term Employment Opportunity: This position is a minimum of 20 hours/week (up to 40 hours) and paid at an hourly rate, and there are no benefits associated with it. We expect this temporary position to be needed for approximately 3 – 4 months.

The Travel and Event Coordinator plans and manages Association events, conferences and meetings; coordinates arrangements for food, travel, housing, A/V rental and logistics; and works with members, staff and third parties to schedule and confirm arrangements.

The Coordinator provides on-site management of events, logistics and service to attendees, negotiates cost and scope of deliverables with service providers, and may assist with department presentations of Member Benefits’ services.

The Member Benefits Department recruits members; promotes discount purchasing programs, merchandising and e-commerce services; coordinates humanitarian assistance, offers insurance benefits and retirement counseling; and plans large scale events and arranges travel services for members and staff.

Examples of duties - Typical duties may include, but are not limited to, the following:

• Plans, coordinates and manages Association conferences, events and meetings
• Arranges food, housing, and travel reservations
• Evaluates proposals for programs, services, costs and deliverables
• Negotiates contingencies, rates and/or contracts for services, in compliance with purchasing procedures and subject to legal review and approval
• Establishes and maintains corporate accounts with airlines, hotels facilities, travel agencies and vendors
• Administers frequent flyer programs
• Provides on-site management of conferences and workshops
• Answers questions, provides information, and resolves problems
• Participates in pre-registration activities, décor and set-up
• Makes department presentations
• Prepares Board agenda items on travel services
• Writes correspondence, questionnaires, reports and customer evaluations of service
• Collects, tabulates, edits data, and distributes analysis or results
• Writes, edits articles for publications
• Prepares, manages budgets
• Approve bills and expenses and assign budget codes for classifying and monitoring expenses
• Audits and reports travel activity
• Other duties as assigned

Knowledge of:

• 
  Travel industry, airline reservations systems, discount travel programs and hotel contracts.
• Event planning.
• Convention centers and hotels.
• Vendor relations.
• Contract negotiations.
• Strategic planning.
• Project management.
• Community, grassroots and worksite organizing.
• Budgets and variances.
• Office 365
• English grammar, vocabulary and mathematics

Ability to:

• 
  Independently plan and organize all aspects of large meetings and events
• Negotiate rates and contracts
• Work efficiently with airlines, car rental agencies and hotels on rates and accommodations for food, travel, housing, decor and meeting rooms
• Interpret and explain CSEA travel policies
• Manage simultaneous, complex projects, time and priorities in a fast-paced, collaborative environment
• Make adjustments and revise schedules and logistics with little advance notice or direction
• Analyze situations and respond appropriately
• Show initiative, work independently, exercise sound judgment with courtesy and tact
• Remain calm and think clearly under pressure.
• Communicate clearly and concisely, both orally and in writing.
• Maintain confidentiality
• Travel occasionally and work nights and weekends if necessary

Education

• 
  Bachelor’s Degree

Experience

• 
  Three (3) years’ experience in event planning and/or travel field or industry
• Additional appropriate experience may be substituted for educational requirement on a year for year basis

To apply:

When you apply, upload your resume and cover letter to www.csea.com/careers. Explain why your energy and experience uniquely qualifies you for this position and why you want to work for CSEA.

CSEA represents over 250,000 members who work in 750 school districts in California. Our members are para-educators, administrative staff, food service, bus drivers and employees in IT, grounds, maintenance and operations.

CSEA is the largest independent classified school employees’ union in the AFL-CIO. We have 12 offices in California with approximately 300 dedicated employees. A list of offices and locations is on our website.

CSEA requires all employees be fully vaccinated and boosted except where barred by disability or religious objection.

CSEA is proud to be an equal opportunity employer, committed to building and supporting a diverse workforce.

This is a non-exempt position under the Fair Labor Standards Act.

EOE/AA