Student Union Events Planner Job Vacancy in Associated Students of San Diego State University San Diego, CA – Latest Jobs in San Diego, CA – updated today

Are you looking for a New Job or Looking for better opportunities?
We got a New Job Opening for

Full Details :
Company Name : Associated Students of San Diego State University
Location : San Diego, CA
Position : Student Union Events Planner

Job Description : Priority consideration deadline is Friday, March 25, 2022.
To complete your application click here.
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
Primary Functions

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
Equipment inventory
Contact information
Pricing and billing information
Resource and room diagram configurations
Software updates
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

Administration

Ensures all corporate and departmental deadlines are met and procedures are followed
Ensures daily office tasks are completed in a timely manner according to established guidelines
Assists in ensuring all contracts and insurance documents are current
Assists in ensuring necessary reviews and internal audits are conducted to review adherence to internal control procedures
Assists in ensuring maintenance of accurate records for all transactions
Assists in daily distribution of event schedules, set-up sheets, and event diagrams
Monitors, makes updates, and corresponds with clients and Student Life Advisors regarding event status in the Event Application System
Assists in reviewing daily reports and addresses concerns, makes corrections, places work orders, and notifies others of important information contained in the reports
Communicates with the Student Union Programs & Services Team to share updates and changes that affect Student Union operations.
Assists in distributing weekly operations reports and event schedules both internally and to other university departments
Assists in reviewing and updating information in EMS database for equipment needs, staffing needs, and scheduling changes
In coordination with supervisor, reviews operations reports for the upcoming four week period and identifies events needing further arrangements. Contacts customers to solicit information and initiate coordination
Participates in Student Union Event Management meetings and reviews three week schedule overview in the absence of supervisor
Meets with supervisor to discuss issues to ensure proper resolution
Assists supervisor in processing departmental billing in the forms of Billing Worksheet and Journal Entry Log for both internal and external customers. Assists in distributing documentation of billing to Accounts Receivable for processing and to customers for their records
Attends staff meetings and trainings
Assists in ensuring current on-campus recognition information for SDSU student organizations is maintained and updated in the scheduling software
Assists in ensuring requests for annual events are entered into the scheduling software
Assists in ensuring space is scheduled for regular Associated Students meetings
Assists in facilitating the student organization regular meeting scheduling process
Assists in conducting staff orientation and training for student employee Reservation Assistants
Assists in ensuring building hours and holidays are established in EMS in accordance with the academic calendar
Assists supervisor in maintaining Student Union scheduling for annual events and programs
Assists in development of departmental goals
Submits recommendations to supervisor for student employees staff award
Assists in the development of staff training manuals and programs as needed
Assists in conducting presentations to student organizations and other campus customers to communicate Student Union facilities and services available, including review of the Aztec Student Union Building Use Guidelines
Performs other duties as assigned

Customer Service and Collaboration

Develops and maintains positive working relationships with University, Community Representatives and other regular contacts
Ensures A.S. customer service guidelines are met by all staff in department
Ensures department guidelines are established and met by all staff in department
Assists in serving as a liaison to various departments including Student Affairs, Public Safety, Aztec Shops (catering and conference services), EH&S, Facilities Services, and off-campus service providers for scheduling and event arrangements
Represents Associated Students and the Student Union at various meetings as assigned

Staff Management

Assists in the recruitment, hiring, training, development and evaluation of staff and volunteers in a high quality fashion
Assists in providing each employee an orientation and introduction to the corporation, facility, department and personnel, including the specific standards that apply to each area
Assists in developing employees to create peer on peer educational opportunities in relation to the event planning process
Provides work direction and supervision in absence of supervisor
Notifies supervisor of individual problems with staff
Assists in ensuring student employees report to work as scheduled
Provides input to supervisor for student employee staff performance evaluations and award recommendations

Safety

Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
Adheres to Associated Students’ and Student Union Code of Safe Practices
Ensures all employees are provided safety training and attend safety meetings as scheduled
Ensures all staff possesses required certifications within respective job description
Ensures event planning logistics comply with all Fire/Life safety codes, ADA guidelines and Student Union safety policies and procedures
Consults with EH&S/CA State Fire Marshal as needed to ensure room setups and event logistics are compliant with CA State Fire Code. Submits appropriate documentation as needed for formal approval authorization
Reports accidents to supervisor and reviews changes required to avoid reoccurrence Ensures completion proper documentation is completed for each accident (employee and/or non-employee) and forwards to the Human Resources department
Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

Minimum Requirements

Minimum & Preferred Requirements
Education:

Four year degree from an accredited college or university preferred, or equivalent combination of education and experience.

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

Trainings:

Sexual Harassment Prevention for Supervisors
Data Security & Privacy

Must comply with SDSU COVID-19 vaccine policies and procedures.

PERFORMANCE EXPECTATIONS

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

COMPENSATION
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 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 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.
RELATIONSHIPS
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 student employee 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

EMPLOYMENT CATEGORY: Full-Time, Hourly, Non-Exempt, Grade 4

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

This post is listed Under Jobs in general jobs

Post Tags : , San Diego, CA, jobs in San Diego, CA, Student Union Events Planner jobs in San Diego, CA

Disclaimer : Hugeshout works to publish latest job info only and is no where responsible for any errors. Users must Research on their own before joining any company