Student Union Events Planner

Priority consideration deadline is Friday, November 4, 2022.

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 Part-Time 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 part-time 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 part-time employees report to work as scheduled
• Provides input to supervisor for part-time 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 & 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 part-time 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