Office Coordinator

Priority consideration deadline: Tuesday, March 25, 2025.

GENERAL PURPOSE: Under the direction of the Viejas Arena Finance Manager, supervises and manages the office operations and administrative objectives of the Viejas Arena and Cal Coast Credit Union Open Air Theatre (CCCU-OAT). Provides administrative support to the various departments as assigned and is integral in achieving goals of the organization with minimum supervision. Provides exceptional customer service assisting visitors and receiving telephone calls; provides information and refers calls/visitors to the appropriate staff. Coordinates and executes social media; assists with planning and execution of venues digital marketing and promotions as needed. Supervises part time student assistant staff; provides specialized training, scheduling, delegating assignments, as needed. Manages various aspects of payroll, HR and safety duties as needed within the department.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Oversees the operation of the front desk, including supervising the part-time student administrative staff and serving as support to them
• Ability to provide excellent customer service via various modes such as phone, e-mail, and in-person, ensuring accurate information is given and visitors are directed appropriately
• Serves as primary liaison for Payroll, Human Resources, computer roundtable, marketing and safety coordinator
• Accurately and efficiently provides administrative support to all Arena departments and completes special administrative projects as assigned
• Ensures the planning and implementation of digital marketing and promotions efforts for Viejas Arena and CCCU-OAT; including but not limited to promoting events via social media, updating websites and oversees the programming, message content and scheduling of multiple campus marquees
• Responsible for hiring, training, supervising, scheduling and professionally developing Arena part-time student administrative assistants, ensuring all required administrative hours are covered including events
• Delegates special assignments to part-time student staff as needed
• Assist Arena Production Manager with all aspects of payroll entry in ADP for Stage Crew and biweekly payroll sign-off
• Oversees departments hiring sessions, from the interview process through completion of all mandated paperwork, trainings and background checks
• Communicates event-related information to University Police Department, MTS, Contract Security and Aztec Shops as needed
• Maintains confidentiality in handling information in accordance with an administrative support position
• Oversees the Arena administration office by reviewing, developing, establishing and enforcing office policies and procedures
• Ensures venue security by monitoring, via security cameras, the main access to the Administration Offices
• Serves on the following committees: Office Supervisors/Payroll Liaisons, Computer Roundtable;S. Marketing and Promotions, F.U.N.
• Performs other related duties and responsibilities as assigned

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

• Four year degree from an accredited college or university preferred

Experience:

• Three years general office administration in a fast paced setting required
• Two years in a supervisory position required. Proven necessary supervisory skills including, but are not limited to: attention to detail, organizing, analyzing, planning, prioritizing, scheduling, delegating, receiving, training, instructing, documenting, recommending and reporting required; Experience in hiring, training, scheduling, evaluating, motivating and supervising part-time staff required
• Experience working directly with college students is preferred
• A strong understanding of the technical components of social media including but not limited to Instagram, Facebook and X required
• Experience managing social media content calendars preferred
• Experience in digital marketing and promotions preferred
• Experience with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and Google-Suite required
• Experience with social media management tools (Asana / Canva / Adobe Photoshop)
• Ability to operate a copier, fax machine, two-way radio and intercom required

Licenses & Certifications Requirements:

• CPR, First Aid, and AED certification required (certifications may be obtained within first month of employment)

Trainings:

• Anti-Harassment for Managers & Supervisors
• Gender Awareness Training
• Computer Security Awareness Training
• Workplace Violence Prevention Plan Training

PERFORMANCE EXPECTATIONS

• Must professionally represent the Viejas Arena, Associated Students, and San Diego State University at all times
• Must be able to perform a high level of customer service in a diverse and constantly changing environment
• Must be an organized and effective leader willing to work as part of a team
• Demonstrated success in mentoring work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization
• Commitment to values of diversity, multi-culturalism, and higher education
• Must be able to exercise tact and exhibit sound professional judgment. Excel in handling emergency situations with composure

KNOWLEDGE, SKILLS & ABILITIES

• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse, frequently changing 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
• Bilingualism (Spanish and English) is preferred
• Ability to operate a personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint), Google G Suite, and ability to learn and utilize new software programs such as ADP, Applicant Pro, scheduling and graphics programs such as Asana and Canva
• Highly organized, confidential and reliable individual, ability to effectively multi-task, 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
• Ability to develop and maintain quality effective working relationships with students, faculty, staff, alumni and co-workers within a diverse, frequently changing campus community
• Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
• Strong ability to lead and motivate student employees
• Proven necessary supervisory skills including, but are not limited to: hiring, analyzing, planning, prioritizing, scheduling, assigning, receiving, training, instructing, documenting, recommending and reporting
• Ability to tactfully resolve difficult situations
• Ability to interpret and communicate policies and procedures
• Ability to gather and organize data, draw logical conclusions and discern implications
• 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 position with expected hours of Monday through Friday, 8 a.m. to 4:30 p.m. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule.

COMPENSATION

Starting range: $25.56 Per hour - $28.85 Per hour

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.

General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by dust, etc. Given the nature of operations of multiuse facilities, this position may encounter loud noises due to music or crowds. Work is generally performed within an office environment, with standard office equipment available.

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, 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 40 pounds.

RELATIONSHIPS

Inside the Organization:

• Reports to the Viejas Arena Finance Manager
• Supervises part-time student assistant staff
• Works closely with Viejas Arena Director and Viejas Arena Associate Director of Operations and Viejas Arena Associate Director of Event Management
• Interacts with departmental staff including stage crew, box office, event staff, house managers, custodial and maintenance staff
• Collaborates with A.S. Marketing and Communications Specialist
• Works closely with other Associated Students departments including Associated Students Graphics, Payroll, Accounting, Human Resources, Marketing and ITS

Outside the Organization:

• General Public, including guests and community members
• Campus departments including Athletics, StratComm, Alumni Office, TNS, Aztec Shops and University Police Department
• Vendors and contractors
• Ticketmaster and Live Nation Marketing
• Promoters/Agents
• Sponsors and Media outlets
• State Fire Marshal
• MTS personnel

EMPLOYMENT CATEGORY: Full-Time, Hourly, Non-Exempt, Grade 5

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