Events Specialist (2026/27 School Year)

NECESSARY MATERIALS FOR APPLICATION:  

-Letter of Introduction   

-Resume  (Full Work History) 

-Letters of Recommendation- Two (2) current, professional letters (one must be from a current or former direct supervisor and all dated within the last 3 years) 

Please note: All required documents must be submitted at the time of application. Incomplete applications will not be accepted or reviewed.

Deadline to apply is Monday, June 08 at 4:00 PM 

Events Specialist

Job Description

 

Reports To:  Extended Learning Coordinator (or designee)

FLSA Status: Non-Exempt

School Classification: Classified

Pay Range: Range 3 ($29.62 - $34.34)

Work Schedule: 12 months

Location: Onsite and Remote Office

 

 

Position Summary: The Events Specialist provides administrative and operational support to the Educational Services Department and specifically the Events Team by coordinating and maintaining the processes, documentation, and communication related to events, field trips, and program-based educational activities. This role involves managing key administrative tasks, coordinating logistics, and providing excellent customer service to ensure the smooth operation of programs and events across the Educational Services Department as needed.

 

ESSENTIAL FUNCTIONS and RESPONSIBILITIES

 

1. Serves as operational support for program-led events, coordinating with program leads, vendors, business services, and Events Team. 

2. Manages program-led event timelines, including approvals, payments, website posts, ticketing links, attendance sheets, permission slips, documentation, and data tracking.

3. Supports program-led events with fiscal compliance, insurance requirements, business services timelines and procedures, and legal/safety requirements.

4. Maintains financial documentation and data tracking for the full portfolio of field trips and events managed by the events team.

5. Facilitates events team pre- and post-field trip release workflows and requirements, prompting next steps, uploading website content, integrating ticketing links, creating planning docs, organizing ticket export data, etc.

6. Supports the ongoing workflow of the department, assuring efficiency and quality of administrative support operations. 

7. Prepares, tracks, and oversees all events inventory for Summits, Socials, & Fairs in coordination with Facilities Team

8. Maintains consistency and timely reporting of data, assists with fiscal compliance, identifies and collects missing or inaccurate information from program leads and event managers. 

9. Integrates Google Docs with other tools such as Google Drive and Google Workspace apps to enhance productivity and streamline workflows. 

10. Relieves the department head of responsible administrative detail; plans, develops, improves, and implements processes to complete assigned projects and ongoing operations of the events team. 

11. Manages the events team email inbox and phone, ensuring parent and chaperone communication is accurate and timely, routing communications to other events team members as needed.

12. Maintains confidence and protects operations by keeping information confidential.

13. Submits purchase orders, tracks and marks as received

14. Updates manuals and all related documents when changes and updates are needed. 

15. Attends online and in-person meetings, takes notes, and follows up on reminders as requested by supervisor

16. Assists in maintaining accurate budget tracking for Summits and maintains events budget lines in department budget hubs.

17. Coordinates printed materials for in-person events (socials, summits, etc.)

18. Assists Events Team  with in-person events as needed (e.g. preparation, set-up, check-in, etc.) 

19. Supports the mission and vision of the school in all job functions by supporting, students, parents and staff

Other Duties

1. Responds to all school related written correspondence, phone calls, voicemails, and emails within 24 business hours

2. Refers all formal disciplinary actions involving students and staff to school management ensuring compliance with the school’s Uniform Complaint Policy and the school’s Uniform Technology Policy; addressing and resolving complaints from students, parents, and staff in a timely manner; and complying with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)

3. Performs other duties as assigned

 

QUALIFICATIONS GUIDE

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Education and Experience:

1. Any combination equivalent to graduation from high school and clerical or secretarial experience

2. Two (2) years of related experience preferred

 

Other Qualifications:

1. State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and Human Resources notifying the immediate supervisor of this clearance. 

2. Proof of a clear TB Tine test dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years

 

Knowledge:

1. Computer and technology literacy: 

1. Operate office equipment including a calculator, copier, fax machine, computer and assigned software 

2. Highly Knowledgeable in Google Suites

2. Basic arithmetic calculations

 

Skills:

1. Conflict resolution 

2. Record-keeping techniques

3. Methods of collecting and organizing data and information

 

Abilities:

1. Embraces Sage Oak’s core values 

2. Maintains integrity at all times

3. Works independently with little direction

4. Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner

5. Maintains flexible and adaptable mindset

6. Demonstrates sensitivity to individual differences and cultural backgrounds

7. Maintains confidentiality of sensitive and privileged information

8. Follows established procedures and meets all established deadlines

9. Allocates time and resources effectively

10. Understand complex, multi-step written and oral instructions

 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

1. Hear and speak to exchange information

2. Dexterity of hands and fingers

3. See to read a variety of materials

4. Bend at the waist, kneel or crouch

5. Sit or stand for extended periods of time

6. Lifting objects up to 50 pounds with or without assistance

 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

1. Office environment

2. Noise level is generally moderate

3. Work conducted in a public or office setting

4. Indoor in varying temperature

5. Employee must have available transportation and be able to drive up to 100 miles in a day (up to two times a year)

 

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.

 

EQUAL OPPORTUNITY:

Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions), citizenship, physical, intellectual or mental disability (including HIV and AIDS), reproductive health decision-making, medical condition (including cancer or a record or history of cancer, and genetic characteristics), family or medical leave status, sex (including pregnancy, childbirth, breastfeeding or a related medical condition), genetic information, sexual orientation, political affiliation, military and veteran status, use of cannabis off the job and away from the workplace, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.  Employer’s hiring and employment practices may exclude a candidate from consideration where bona fide occupational qualifications exist.