Under the supervision of the Conrad Prebys Aztec Student Union Assistant Director of Event Services, the Conrad Prebys Aztec Student Union Events Planner assists in the scheduling and coordination of meetings and events in the Student Union facilities. Assists in coordinating and planning requirements including but not limited to: facility reservations, room diagrams, audiovisual and special event services and staffing. Collaborates with the Student Union Programs & Services Team to ensure logistics are executed in accordance with customer needs and Union service standards.
ESSENTIAL DUTIES & RESPONSIBILITIES
Assists in ensuring scheduling information for events in the Student Union facilities is accurate and maintained in a manner compliant with all departmental and university policies and procedures
Assists in responding to inquiries for the use of the Student Union meeting and event spaces
Advises customers on scheduling appropriate facilities and services. Consults with supervisor as needed when scheduling conflicts occur
Assists supervisor in maintaining the EMS database and Meeting Matrix diagram software including:
Timely and accurate input of reservations and booking information
Pricing and billing information
Resource and room diagram configurations
Virtual EMS; on-line reservations interface
Assists in ensuring diagrams are created, stored and maintained
Assists in ensuring diagrams are reviewed and approved by Environmental Health and Safety (EH&S) and the California State Fire Marshal as necessary
Assists in distributing appropriate scheduling information and reports to customers and departments in a timely manner
Assists in ensuring proper approval documents and processes for events are communicated to customer during planning process and are received and completed in advance of event (e.g. Ticket Agreements, Alcohol Request Forms, Event Application System Submissions, Outdoor Space and Sound Requests, Catering Waiver Requests, Proof of Liability Insurance)
Assists in maintaining and managing Adobe Sign software, including the development and submission of all templates and documents
Assists in monitoring reservations activity and in ensuring customer service needs are scheduled and overlaps do not occur
Assists with on-site event supervision as needed and scheduled by supervisor
Meets with customers, as well as all sub-contracted personnel, during events to ensure that services, facilities, equipment, and staffing are satisfactory
Assists with coordinating and scheduling event arrangements with other A.S. areas, University departments, and contract services
Assists in ensuring customer requests for digital signage event publicity in the Student Union are formatted, approved and scheduled, utilizing Carousel signage software
Assists in coordinating special parking services for Student Union related events
Ensures adherence to all campus and Student Union policies and procedures for proper facility and equipment use by staff and customers
Makes recommendations to supervisor on potential programming changes, needs and ideas to enhance the use of Student Union facilities and services
Minimum & Preferred Requirements
Four year degree from an accredited college or university preferred, or equivalent combination of education and experience.
One year minimum experience in the college union field, related higher education areas, or in the meeting, hospitality, and special events industry relevant to this position required
One year minimum experience in the coordination and planning of meetings, conferences and special events required. Experience with various types of industry standard room configurations and with audiovisual equipment preferred
Experience supervising and working directly with students preferred
Experience with the coordination of accounting and billing practices preferred
Experience with basic fire and life safety policies and procedures for meeting and event planning, management, crowd control and safety preferred
Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System - Enterprise Version (EMS) and Meeting Matrix preferred
Experience with the needs and requirements of patrons with disabilities and experience with ADA guidelines preferred
Licenses & Certifications:
A valid California Drivers' License and proof of automobile insurance is required
Must professionally represent the Associated Students and San Diego State University at all times
Demonstrated success in managing and mentoring work teams of diverse functions, complying with organizational policies and procedures and managing and leading change within an organization
Commitment to values of diversity, multiculturalism, and higher education
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
KNOWLEDGE, SKILLS & ABILITIES
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
Ability to operate personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
Ability to gather and organize data, draw logical conclusions and discern implications.
Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
Must be self-motivated, self-starter and perform with minimal direction and supervision
Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times
Strong ability to lead and motivate student employees and volunteers
Ability to demonstrate supervisory skills including, but are not limited to: inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting
Ability to interpret and communicate policies and procedures
Ability to adapt to and work in an environment of constant change, growth and frequent interruptions
Starting Range: $21.15 - $22.25 per hour
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule.
WORK ENVIRONMENTThe 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.
Work conditions may vary depending upon the location of programs; programs may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working indoors, the lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks.
This position may also call for occasional business-related driving.
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.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to standard range.
Depending on program requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 25 pounds.
Inside the Organization:
Reports to the Conrad Prebys Aztec Student Union Assistant Director of Event Services
Collaborates with the Conrad Prebys Aztec Student Union Programs & Services Team in scheduling and executing events
Assists in providing work supervision to part-time Reservations Assistants
Works with various A.S. Boards and Committees as assigned
Outside the Organization:
Communicates and works closely with with various University departments and personnel (i.e. Student Affairs + Campus Diversity, Residence Education Office, SDSU Conferences Services, Athletics, Alumni Center and various departments across campus)
Coordinates and works closely with third party vendors and subcontractors
Communicates and obtains approvals for program-related activities and functions through departments such as Aztec Shops, SDSU Environment Health & Safety, SDSU Public Safety, SDSU Facilities Services, California State Fire Marshal, SDSU Business & Financial Affairs, SDSU Student Affairs and various academic departments
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position
Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education.Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU."In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.