Priority consideration deadline : Tuesday, March 4, 2025.
GENERAL PURPOSE : Under the supervision of the Conrad Prebys Aztec Student Union Associate Director, 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 Student 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 and refers all off-campus inquiries to supervisor for appropriate follow up
- 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 Social Tables diagram software including :
Timely and accurate input of reservations and booking information
Equipment inventoryCustomer Database including current contact informationPricing and billing informationResource and room diagram configurationsSoftware updatesVirtual EMS; on-line reservations interfaceAssists in ensuring diagrams are created, stored and maintainedAssists in ensuring diagrams are reviewed and approved by Environmental Health and Safety (EH&S) and the California State Fire Marshal as necessaryAssists in distributing appropriate scheduling information and reports to customers and departments in a timely mannerAssists 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, Recognized Student Organizations, Catering Waiver Requests, Proof of Liability Insurance)Assists in monitoring reservations activity and in ensuring customer service needs are scheduled and overlaps do not occurAssists with on-site event supervision as needed and scheduled by supervisorMeets with customers, as well as all sub-contracted personnel, during events to ensure that services, facilities, equipment, and staffing are satisfactoryAssists with coordinating and scheduling event arrangements with other A.S. areas, University departments, and contract servicesAssists in ensuring customer requests for digital signage event publicity in the Student Union are scheduledAssists in coordinating special parking services for Student Union related eventsEnsures adherence to all campus and Student Union policies and procedures for proper facility and equipment use by staff and customersMakes recommendations to supervisor on potential programming changes, needs and ideas to enhance the use of Student Union facilities and servicesQUALIFICATIONS
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 student union field, related higher education areas, or in the meeting, hospitality, and special events industry relevant to this position requiredOne 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 preferredExperience supervising and working directly with students preferredExperience with the coordination of accounting and billing practices preferredExperience with basic fire and life safety policies and procedures for meeting and event planning, management, crowd control and safety preferredExperience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System - Enterprise Version (EMS) and Social Tables preferredExperience with the needs and requirements of patrons with disabilities and experience with ADA guidelines preferredLicenses & Certifications :
A valid California Drivers' License and proof of automobile insurance is requiredTrainings :
Sexual Harassment Prevention for SupervisorsData Security & PrivacyPERFORMANCE EXPECTATIONS
Must professionally represent the Associated Students and San Diego State University at all timesDemonstrated success in managing and mentoring work teams of diverse functions, complying with organizational policies and procedures and managing and leading change within an organizationCommitment to values of diversity, multiculturalism, and higher educationCommitment to a high standard of safety and ability to communicate and train safety policies and procedures to staffKNOWLEDGE, SKILLS & ABILITIES
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guestsMust have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the positionAbility to operate personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programsAbility 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 pressureMust be self-motivated, self-starter and perform with minimal direction and supervisionAbility to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all timesStrong ability to lead and motivate student employees and volunteersAbility to demonstrate supervisory skills including, but are not limited to : inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reportingAbility to interpret and communicate policies and proceduresAbility to adapt to and work in an environment of constant change, growth and frequent interruptionsCOMPENSATION
Starting range : $23.95-$25.50 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 Associate DirectorCollaborates with the Conrad Prebys Aztec Student Union Programs & Services team in scheduling and executing eventsAssists in providing work supervision to part-time Reservations Assistants and Events Leads in the absence of the Associate DirectorWorks with various A.S. Boards and Committees as assignedOutside the Organization :
Communicates with various University departments and personnel (i.e. Student Life and Leadership, Residence Education Office, Greek Councils, Athletics, Alumni Center, Center for Intercultural Relations, and various departments across campus)Coordinates and works closely with Aramark Custodial Services and Elite Show Services (as appropriate)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 Cultural Diversity and various academic departmentsEMPLOYMENT 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.
Salary : $24 - $26
