Viejas Arena Events Supervisor

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Books, coordinates, and manages all aspects of events from the advance planning stages through the end of the event
• Completes pre-show event financial estimates and assists with the completion of post-show event settlements
• Demonstrates familiarity with facility use contracts and insurance requirements
• Ensures all staffing requests are met in order to maintain a safe environment for patrons and to ensure safety of facilities
• Schedules staff in advance of event to give proper notice and to avoid last minute staffing short falls
• Coordinates all events and facilitates all client interaction.  Directs communication with client to include event set-up and estimate preparation, event management and review of event invoicing to ensure all client needs are addressed and met
• Acts as the primary contact to the client and serves as the liaison between the event and Arena staff
• Ensures proper training of Event Staff Supervisors and House Managers
• Ensures proper monitoring of events by supervisors assigned and is the manager on site for all events
• Schedules and coordinates staffing levels and placement of all contract security
• Works to promote professional growth among the student Event Staff including encouraging staff to take initiative for more responsibility
• Ensures that show files are created and maintained on all shows and monitors a standard checklist of event tasks and functions
• Ensures completion of event tasks including:
  • Provides representation when necessary at weekly scheduled meetings to ensure all set-up needs are properly requested and delivered
  • Assists in obtaining all necessary loading and parking permits for assigned events
  • Disseminates important event information to day-of event staff
  • Completes billing and/or fee payments for event staff and/or services
  • Coordinates specific “hosting” needs for each event assigned including significant attention to disabled services and the possible opportunities to enhance disabled patron experience at the venues
  • Oversees and coordinates the physical set-up of all assigned events, including knowledge of Ticketmaster seating manifests
  • Coordinates arrival/setup of medical staff, university police, parking services, custodial and other contracted vendors for events
  • Coordinates the use and distribution of all in-house radios and needed communication equipment
  • Implements appropriate safeguards and practices pertaining to event and crowd management including ensuring that all contract organizations including security and medical personnel are present and stationed appropriately
• Investigates and resolves event-related complaints in a professional manner ensuring customer satisfaction

Minimum & Preferred Requirements

Education:

• Four year degree from an accredited college or university required with major course work in facility management, hospitality management, business management preferred

Experience:

• Minimum three years of experience supervising staff in a similar venue required
• Experience in promoter relations, event management and guest services required

Licenses & Certifications Requirements:  

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

Trainings:

• Sexual Harassment Prevention for Supervisors
• Data Security & Privacy

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

KNOWLEDGE, SKILLS & ABILITIES

• Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred
• 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
• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
• 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
• Must be able to facilitate meetings, trainings, and orientations in a professional manner
• 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 part-time student employees
• Proven necessary supervisory skills including, but are not limited to: hiring, 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: $21.79 – $23.71 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 work and/or events; work and/or events may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working in the office, lighting and temperature are adequate with the use of 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. Event work may include exposure to moderate to extreme noise, limited lighting in areas, exposure to moving mechanical parts and exposure to high, precarious locations. Exposure to artistic expression that may seem offensive to some (written/verbal foul language, creative clothing, etc.) may also occur.

This position may also call for occasional business-related driving. A valid California Drivers’ License and proof of automobile insurance is required.

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. The use of radios and wearing of earbud communications for long periods during events is also required.

Depending on meeting and event requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, stooping, moving and carrying items up to 50 pounds (unassisted) and 75 pounds (with assistance), using ladders and high scissor lifts and the operation of equipment such as light trucks, pallet jacks, forklifts, boom lifts, or other light power driven equipment.

RELATIONSHIPS:

Inside the Organization:

• Reports to the Events Manager
• Oversees the work of Event Staff Supervisors, House Managers and directs contract personnel at assigned events
• Coordinates with the Aztec Recreation staff in use of the AMC
• Communicates and coordinates the Aztec Student Union
• Communicates and coordinates with other A.S. departments regarding assistance needed with events

Outside the Organization:

• Communicates with clients, artists and artist’s agencies, off-campus promoters, and off-campus vendors, including those for stage equipment, custodial and medical providers
• Communicates with appropriate University staff, including SDSU Facilities Services and administrators
• Communicates with and coordinates closely with University Police Department at events
• Communicates with and gives direction to outside contract security provider
• Communicates with facility users, guests, clients, etc.
• Communicates with community organization representatives
• Communicates with equipment and service supplier representatives
• Communicates with appropriate state and national agencies

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.