Conference Services Operations Assistant Job Vacancy in San Diego State University (Aztec Shops) San Diego, CA 92182 – Latest Jobs in San Diego, CA 92182 – updated today

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Company Name : San Diego State University (Aztec Shops)
Location : San Diego, CA 92182
Position : Conference Services Operations Assistant

Job Description : SUMMARY: Under routine direction of the Conference Services Senior Manager, this position is responsible for working directly with group leaders in facilitating logistics arrangements for conference groups and responding to the day-to-day needs of individuals in the conference and summer school programs. This position requires the incumbent to be available to work a specific period of time, approximately May 18st through August 10th. This position may require a flexible schedule during stated dates and times and may include early morning, late evening shifts and some weekend shifts.

ESSENTIAL DUTIES AND RESPONSIBILITIES DEPENDING ON LOCATION:
NOTE: The duties listed below are examples of the variety and general nature of those performed by employees in this job description. The list is descriptive only and should not be used for any other purpose. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is not an all-encompassing list and additional duties may be assigned based on business needs. The responsibilities listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Acts as a liaison for San Diego State University (SDSU) Conference Services in assuring that accommodations for lodging, meetings, facilities, meals and other arrangements are coordinated and scheduled as specified in each conference group’s contract or subsequent amendments.
Attends weekly meetings with senior staff members, and several times a week with the Conference Services Senior Manager.
Assists the Conference Services Managers with logistical arrangements for conference groups prior to arrival as well as when the conference group is officially on-site.
Assists and communicates effectively with clients via email, phone and in-person.
Oversees completion of registration forms, preparing welcome materials, conducts welcome orientations and campus tours.
Coordinates the check in/out process of groups, to include working with the Campus Partner Coordinators to ensure proper and timely set-up of tables, chairs, and meeting facilities; assists with set-up of tables, chairs, audio/video (AV) equipment, etc. as needed.
Responsible for meeting multiple deadlines that are assigned to each program.
Works extensively with campus departments to ensure that they have all necessary information to provide excellent customer service.
Ability and willingness to move across campus quickly and on short notice to pick-up, print and/or scan mail, messages, documents and permits as well as set up and check facilities and equipment as needed.
Prepares a variety of reports and paperwork relating to the billing and tracking of conference groups and participants; submits these reports within 48 hours of departure for each conference group and participants.
Attends training meetings and courses as required for the position.
Sorts and distributes mail accordingly; inventories and maintains proper quantity of front desk supplies.
Develops and maintains working relationships with conference staff/attendees, coworkers, vendors, student organizations, faculty, staff, and university personnel.
Responsible for ensuring continued compliance with all local, state and federal health, safety and employment laws and regulations.
May be required to report to work with short notice.
Assists other departments as directed by the supervisor.

Minimum Requirements

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIRED:
The minimum requirement for applicants is a high school diploma or GED; and a minimum one year or more experience in a position with significant public contact experience.
Highly organized and detail oriented with the ability to coordinate and prioritize varied tasks, set deadlines and complete projects accordingly. Must have excellent interpersonal, oral and written communication skills and maintain a professional manner in all situations. Must have the ability to solve a wide range of problems and emergencies by developing practical solutions.
Must Comply with SDSU COVID-19 Vaccine Policies and Procedures.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

LANGUAGE SKILLS: Must be able to read, write and understand English. Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read and comprehend a variety of informational documentation, procedures and correspondence. Requires the ability to write correspondence with proper format, punctuation, spelling and grammar. Must be able to communicate effectively using electronic media and in written and verbal forms. Requires the ability to effectively communicate with customers and employees.

MATHEMATICAL SKILLS: Requires the ability to prepare and analyze numerical figures, create and interpret spreadsheets. Must be able to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.

REASONING ABILITY: Requires the ability to apply common-sense understanding to carry out general written or oral instructions. Must be able to multitask, prioritize work and pay attention to detail. Requires above average analytical and quantitative skills.

MANUAL DEXTERITY: Must be able to utilize a computer and the ability to use a variety of office machines and equipment.

PHYSICAL DEMANDS: Employees are frequently required to stand, walk, reach, bend, stoop, and move themselves to different locations on the SDSU campus. Must be able to operate computers, copy machines, fax machines and other general office equipment. Must be able to move, lift or carry heavy objects or materials up to 50 pounds. Specific visual abilities required by this job include close vision, distance vision, and color vision for extensive reading and interpretation of charts and/or spreadsheets.

PHYSICAL COMMUNICATION: Must have the ability to talk (expressing and/or exchanging ideas by means of spoken words) and hear (perceiving sounds of nature by ear). Physical appearance presented to the public and internal employees must be professional.

WORK CONDITIONS AND HAZARDS: Work is regularly performed in a traditional office setting. The noise level in the work environment is usually low to moderate.

BACKGROUND CHECK INFORMATION: A background check must be completed satisfactorily before any candidate can be offered a full-time, part-time non-student, or sensitive student position with Aztec Shops Ltd. Background checks will include, at minimum, verification of education and employment histories, criminal records, national sex offender registry check, and references. Additionally, based on the nature and scope of the position, the background check may also include a credit report, motor vehicle report, and verification of professional licenses. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Aztec Shops employees who apply for the position. Aztec Shops Ltd. complies with all applicable federal, state and local laws, including fair employment practices and equal employment opportunity, when conducting background checks.

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Aztec Shops, Ltd. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, age, disability (mental and physical), sex, gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender identity, gender expression, medical condition, genetic information (GINA), marital status, and military and veteran status.
Aztec Shops, Ltd. is also committed to promoting a diverse, equitable and inclusive workplace culture. Our organization embraces the many dimensions of diversity that make individuals unique and harnesses a variety of perspectives in order to create better outcomes that will benefit everyone.

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