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Posted: 22-Jun-24
Location: San Diego, California
Type: Full-time
Salary: Open
Internal Number: 5348017
Aztec Student Union Events Operations Manager
San Diego State University
To view the full job posting and apply for this position, go to: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=f66b2ce8-5543-464a-b8a7-d046bfc58d9d&ccId=9200636597303_2〈=en_US&jobId=488518
Aztec Student Union Events Operations Manager
San Diego, CA, US
Requisition ID: 1119
Salary Range:
$71,000.00 To 75,000.00 Annually
Pay Range: $71,000-75,000 Annually
Priority consideration deadline: Monday,June 24, 2024
GENERAL PURPOSE: Under the supervision of the Aztec Student Union Assistant Director of Operations, the Events Operations Manager is responsible for the logistical planning, coordination and execution of furniture, equipment, and staffing to meet the high level of meetings, events, and conferences in the Aztec Student Union and Scripps Cottage. Ensures all operations and services are executed in accordance with high customer service standards. Responsibilities include: front-line customer service, safety and security, crowd control management, emergency response, and communicating Student Union and campus policies to customers and guests. This position works closely with each department within the Student Union and has a strong emphasis in communication, teamwork, customer service, logistical planning, coordination and troubleshooting. This position supervises a full-time Operations Supervisor and approximately 50 part-time student Operation Assistants and Leads. This position works closely with the Student Union Assistant Director of Operations to coordinate a variety of campus and contracted services, emergency and safety programs and strategic operations with campus partners.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
Manages and provides on-site facility and event management
Schedules appropriate levels of part-time staffing to ensure all meetings, events, and conferences within Aztec Student Union facilities are produced and executed in a high-quality and safe manner
Manages service contracts with outside vendors and maintains written documentation for all work, ensures accurate communication, scheduling and coordination between all staff and contracted service providers
Develops and maintains operations manuals for all operational equipment
Develops annual staff training for all part-time employees in conjunction with the Assistant Director of Operations
Keeps record of all part-time staff that have successfully completed trainings
Develops and implements procedures to troubleshoot and repair equipment, including the oversight of outsourcing major repairs
Ensures compliance with Student Union, Associated Students and campus policies and procedures
Meets with clients and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory; shares changes as necessary
Ensures accurate input and record-keeping for all reservations logistics in event scheduling software
Ensures operations equipment inventory is kept accurate in event scheduling software and updates inventory as needed
Assists with submitting Special Event Permit Applications with California State Fire Marshal and corresponding diagrams as needed
Monitors all event dates to ensure the needs of Student Union customers are met and scheduling conflicts do not occur
Communicates with event scheduling staff the required and/or recommended set-up and strike times necessary for all meeting and special events, factoring appropriate times for production requirements
Ensures staff are following designated setup and strike timelines needed to ensure event and meeting rooms are prepared prior to client arrival
Provides on-site facility and event supervision; works a flexible schedule as event schedule demands
Serves as building manager in the absence of the Assistant Director of Operations
Conducts pre-event briefings with all event staff and contract services to ensure all safeguards and practices are communicated for effective event and crowd control management
Conducts post-event debrief with clients and staff to collect feedback and develop future policies and procedures.
Ensures safety and security practices are followed for all Student Union building occupants, customers and guests in collaboration with Associated Students Safety Manager. Provides immediate response to situations, and communicates appropriately with University Police Department and informs supervisor. Formulates and submits written incident reports immediately after situations occur
Assists the Operations staff in day-to-day functions including event set up, furniture, staging and equipment placement, as needed
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
Four year degree from an accredited college or university preferred, or equivalent combination of education and experience
Experience:
Minimum four years relevant experience in university student union operations and/or a related field (i.e. hospitality industry) required
Minimum of two years of experience directly supervising and managing full-time staff required; 3 years preferred
Minimum of two years of experience directly supervising and managing part-time staff; student staff preferred
Experience in the production and execution of meetings, conferences and special events including setting up & striking furniture, staging, equipment, audiovisual services, crowd management and security required
Experience in developing, communicating, interpreting and enforcing policies and procedures required
Experience providing work direction and supervision to staff in a high-volume, customer-service environment required
Ability to read and interpret electronic and hard copy schematics, show flows, and other event production documentation.
Experience with ADA compliance, fire and life safety and emergency evacuation procedures for meeting and event planning and crowd control management required
Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software or similar programs preferred
Experience with Event Management System - Enterprise Version (EMS) and diagramming software preferred
Experience with the needs and requirements of patrons with disabilities and ADA guidelines preferred
Experience in researching, procuring and leading a variety of contracted services preferred
Experience with basic meeting room audio visual equipment required.
Experience in the college student union field, related higher education areas, or in the meeting, hospitality, and special events industry performing related audio visual functions preferred
Licenses & Certifications:
CPR, First Aid, and AED certification required (certifications may be obtained within first month of employment)
A valid California Drivers' License and proof of automobile insurance is required
Trainings to be completed within 30 days of hire:
Sexual Harassment Prevention for Supervisors
Data Security & Privacy
Gender Awareness
PERFORMANCE EXPECTATIONS
Must professionally represent the Aztec Student Union, Associated Students and San Diego State University at all times
Commitment to values of diversity, multiculturalism and higher education
Commitment to sustainable practices in accordance with the facility's LEED Platinum Certification and LEED Existing Building Maintenance and Operations (EBOM)
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
Must be self-motivated, self-starter and perform with minimal direction and supervision
Must be able to facilitate meetings, trainings and orientations in a professional manner
KNOWLEDGE, SKILLS & ABILITIES
Working knowledge of live event operations, support and management
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
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
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 a computer with 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
Strong ability to lead and motivate large groups of part-time student employees and volunteers
Ability to interpret and communicate policies and procedures
Ability to adapt to and work in an environment of constant change, growth and frequent interruptions
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time exempt position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule.
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.
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 meeting and event 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 50 pounds (unassisted) and 75 pounds (with assistance), and using ladders and high scissor lifts.
RELATIONSHIPS
Inside the Organization:
Reports to the Aztec Student Union Assistant Director of Operations
Supervises one (1) full-time Operations Supervisor and approximately sixteen (16) part-time Operations Leads and works collaboratively with, and provides daily work direction and on-site supervision, in absence of Aztec Student Union Operations Supervisor, to forty-five (45) part-time Operations staff (part-time staffing numbers are approximate)
Works closely with the Student Union Team in scheduling and executing events
Works with Aztec Student Union Board and various A.S. Boards and Committees as assigned
Works with various A.S. departments as needed when operational services are identified
Outside the Organization:
Provides scheduling, work direction and oversight to contract services personnel as needed
Ensures proper scheduling and approval for program-related activities and services through departments including but not limited to: SDSU Environmental Health & Safety, University Police Department, SDSU Facilities Services, California State Fire Marshal, SDSU Business & Financial Affairs, SDSU Student Affairs and Aztec Shops
EMPLOYMENT CATEGORY: Full-Time, Hourly, Exempt, Grade 13
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.
To apply, visit: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=f66b2ce8-5543-464a-b8a7-d046bfc58d9d&ccId=9200636597303_2〈=en_US&jobId=488518
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