KPBS Conference Manager

Overview

The salary range for this position is $5,916.67 - $7,000 per month ($71,000 - $84,000 per year) depending upon qualifications and is non-negotiable.

This position is scheduled to close on 3/24/2025 at 4:00pm (PST).

Flexiblity to work hours, including days, nights, weekends and holidays is a must, when required.

KPBS serves the greater San Diego community with informative, cultural, entertaining and educational television, radio, and web programming.  KPBS TV/FM is the public television and radio stations for San Diego.  Licensed to San Diego State University, KPBS supports and furthers the university’s educational and community service mission by informing, enlightening and empowering its listeners.  It does so not only by presenting national and locally produced programming of value to its San Diego audience, but also by producing programming about San Diego and its people for distribution nationwide.

The Engineering and Operations Department at KPBS is responsible for the technical support of a complex telecommunications and events facility serving the electronic media production, recording and public outreach needs of KPBS.

The Conference Manager oversees rental of excess capacity in the Community Engagement Center and on-site event logistical coordination with the KPBS Production Manager for the rental of Studio A.  

Perks you'll enjoy as a member of #teamKPBS

• Working on a college campus & in public media: Access to campus facilities and staff perks, weekly farmer's market, tons of eateries, community events, entertainment, etc.

• Hybrid schedule/ remote work flexibility options (varies by position)
• 10 vacation days, 1 personal day & 13 holidays off (4 days off over winter break)
• Enjoy a 'beautiful day in the neighborhood' with local employee discounts
• Opportunity drawings to attend SDSU basketball games, local concerts and events
• Discounts on local attractions (theme parks, entertainment, restaurants, memberships)
• Free wellness classes & programs
• Staff pop-up events
• Full benefits packages that are unmatched (medical, dental, vision, life)
• Sick leave accruals and paid leave options
• On-site childcare at a discounted rate (based on availability)
• Opportunities for continued learning and professional development
• Flexible spending account(s)
• Employee assistance program
• Matching and voluntary retirement savings plan

Responsibilities

Under general direction of the Director of Engineering and Operations, the Conference Manager is responsible for managing the building’s meeting spaces, achieving rental space sales goals, serving as the point of contact for clients facilitating logistics for the station to utilize its excess capacity as a public service, as well as supporting internal teams with hosting events at KPBS.

This role requires higher-level, independent action, working closely with, and providing assistance to, staff in fast paced, demanding, reactionary environments that requires a high sense of urgency. With a customer-service oriented focus to serve all clients internally and externally, this position works to  meet the ever-changing needs of operations.

The following information is intended to be representative of the work performed by incumbents in this position and is not all-inclusive.  The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities. Job descriptions may be changed at any time based on the needs of the department.

Event Coordination (50%)

• Collaborate with clients and stakeholders to understand event objectives and requirements.
• Develop and implement event plans and timelines as required by external clients.
• Coordinate logistical aspects of on-site events.
• Ensure compliance with all security, safety, legal and health obligations during on-site events.
• Serve as station liaison to campus services.
• Coordinate contracts with campus services needed for external client events and on-site KPBS events such as custodial, parking, catering and security.

Budget, Operations & Administration (35%)

• Meet regularly with supervisor and other stakeholders to address needs, recommendations and strategy adjustments based on new business demands.
• Create and manage event budgets effectively.
• Maintain and accurately record all rentals and events utilizing the departmental database and calendar system.
• Negotiate and secure competitive pricing for services and products.
• Track expenses and ensure events stay within budgetary constraints.
• Meet or exceed revenue goals budgeted for the applicable fiscal year.
• Coordinate invoicing and billing.

• Identify and select appropriate vendors and contractors.
• Negotiate contracts and agreements with clients and vendors.
• Supervise and manage vendors on-site during events.
• Maintain the centralized station events calendar for building space availability and regularly communicate the schedule with KPBS events teams and management.
• Conduct post-event client evaluations and analysis.
• Prepare reports summarizing event success and identify areas for improvement.
• Manage central event supplies inventory.

Marketing (10%)

• Develop and implement marketing strategies to effectively promote KPBS as a venue to event planners, local nonprofits and campus in conjunction with the Director of Communications and Marketing.
• Track sales leads.
• Partner with KPBS Marketing and Communications team as well as with SDSURF and SDSU.

Other Duties and Responsibilities as Assigned (5%)

Qualifications

Knowledge and Abilities 

• Proven knowledge, and experience, in event planning and management
• Ability to display excellent interpersonal communication skills; establish and maintain cooperative and cordial working relations with a wide range of internal and public contacts.
• Demonstrated ability to communicate verbally and in writing, to timely disseminate information about events, activities, programs, and objectives.
• Demonstrated ability to plan, organize, coordinate, and perform work in various situations that requires the ability to adapt where numerous and diverse demands are involved.
• Ability to build and maintain working relationships with supervisors, coworkers, and students.
• Demonstrated ability to understand and follow posted work rules and procedures.
• Ability to demonstrate a high level of cross-cultural sensitivity
• Demonstrated ability to work independently and as part of a team.
• Ability to effectively handle ongoing multiple projects. 
• Ability to willingness to work varied shifts; weekends, holidays, overtime, early and late shifts when requested.
• Ability to commute and visit offsite locations to find and interview sources as well as to attend various events relevant to the pursuit and delivery of stories.

Minimum Experience

• Bachelor's degree in relevant field, or additional experience be substituted for the required education on a year- for-year basis.  

Minimum Education 

• Three years of full-time work experience in event production, marketing or similar field, and a proven track record of successful execution of events.

Preferred Qualifications and Special Skills

• Five years of experience in marketing and/or event production, or closely related field.
• Adept at supervising people and coordinating several projects simultaneously in an often stressful environment, and under the constraints of a restrictive budget and rigid deadlines. 
• Experience researching, hiring and working with caterers, venues, promoters, and other event-related vendors.
• Experience in directing the work of vendors, employees and partners, or independent contractors, who are not under the Manager's direct supervision. This could include, but may not be limited to, internal staff at all levels, outside vendors (such as venue management and staff, caterers, florists, and A/V) as well as volunteers.
• Knowledge of appropriate software including Google Docs, Sheets, and Slides; Microsoft Word, Excel, and PowerPoint; budgeting tools; and social media platforms.
• Experience with event financial management including understanding of ticket sales/transaction fees, product sales and taxes and services fees.
• Proficient using Accruent EMS Conference Management software.
• Proficient using Quickbooks accounting software.

Additional Applicant Information:

• Candidate must reside in California and live within a commutable distance from SDSU at time of hire. 
• Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check). 
• San Diego State University Research Foundation is an equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.  
• Employment decisions are based on an individual’s qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every employee has equal access to resources and support. 
• SDSU Research Foundation complies with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), and other applicable state and federal anti-discrimination laws including grant or contract terms and conditions related to funded program activities. Further the SDSU Research Foundation maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices. 
• SDSU Research Foundation makes all employment decisions including, but not limited to, applicant screening, hiring, promotion, demotion, compensation, benefits, disciplinary actions, and terminations on the basis of merit.  

Salary : $71,000 - $84,000