Conference and Event Services Coordinator- (Event Conference Planner II, Range 1) - HDCS Housing, Dining and Conference Services

Position Summary

Working in a team environment and led by the Senior Conference & Event Services Specialist, it is the primary responsibility of the Conference & Event Services Coordinator to plan, promote, administer & organize the business for Conference & Event Services (CES) department and the division of Housing, Dining & Conference Services (HDCS). All work and responsibilities entail ensuring that contractual obligations are met and superior customer service is provided while striving to meet financial goals.

Position Information

• ADMINISTRATIVE

• Administer the day-to-day operations of the summer conference program, guest suite program, external events hosted at SF State, and film permitting.
• Monitor all in-house activities related to events, maintaining close contact with clients and facility and service staff to ensure the success of all CES programs.
• Ensure that the State of California, CSU, and University fire, liability and alcohol regulations are met for each event contracted by CES.
• Collaborate with University Police, Residential Life, Risk Management and other as appropriate to maintain adherence to applicable policies and procedures, including care of minors, security, crowd control and alcohol policies.
• Analyze, evaluate, develop and implement procedures and solutions to improve CES programs.
• Participate in and keep abreast of professional organizations relevant to event planning in order to increase knowledge and professional development.
• Liaison with campus partners including Facilities Services, Information Technology Services, Residence Life, Employee & Family Housing, and Dining Services to ensure contract adherence.
• Provide additional support to other campus departments in the planning and execution of large-scale campus events including, but not limited to: graduations, Commencement, move-ins and move-outs, etc.
• Work with HDCS’ Financial Services department to ensure proper and timely invoicing of CES clients.

• CUSTOMER SERVICE

• Screen inquiries related to the various CES programs from both the campus community and external clients.
• Track and coordinate clients, contacts, and service needs using all available database software utilized by CES (Conference Programmer, StarRez, EMS, etc.).
• Liaison with various campus-wide service partners on the logistical needs, including technical and lead support, AV needs, facilities support etc. of upcoming summer conference groups, guest suite clients, and campus events.
• Provide information to clients in relation to rates and policies and procedures of various services provided by CES.
• Create tools to solicit external clients and service partner feedback and recommend service changes orenhancements based on feedback provided.

• LEAD & TRAIN

• Assist with the development of training for conference interns and student assistants.
• Train and lead interns and student assistant staff.
• Provide guidance in resolving issues.
• Assist with training and evaluation of support staff, particularly during the summer conference program.
• Ensure training is compatible with policies and procedures in place for Residential Life student staff, as directed.

Minimum Qualifications

• Other Duties as Assigned
• Working knowledge and understanding of event and conference planning and management principles and current best practices.
• Demonstrates competence in independently applying judgment to resolve non-standard problems and issues. Includes interpretation of applicable regulations, standards, and guidelines.
• Strong analytical and organizational skills to plan, organize, prioritize, and manage the successful completion of events/conferences within time and budget constraints.
• Strong communication and interpersonal skills to effectively manage multiple stakeholder relationships and guide the development of appropriate communication and promotional materials.
• Ability to effectively lead and train other professionals, less experienced staff, student employees, and volunteers.
• Knowledge of procurement, budgeting and accounting principles and processes.
• Proficiency in using event planning software and financial systems.
• Experience And Education
• Bachelor's degree in a related field and two years of relevant experience.
• Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Preferred Qualifications
• Bachelor’s degree from an accredited University
• Four years’ experience in conference and event services or summer conference programs, including logistics and execution.
• Four years’ experience supervising staff and/or working directly with students in a campus setting
• Supervisorial customer service experience.
• Demonstrated ability to train and mentor staff.

Required License/Certification

• Must have a valid California Driver’s license and can be certified to drive on State business.

Environmental/Physical/Special

• The incumbent will work in a shared environment within the residential housing community on the main SF State campus.
• S/he will be required to lift and carry equipment, tables, chairs, etc., for conference check-in and check-out, event set-ups, and other campus needs.
• Regular attendance and work week that sometimes needs to be flexible are required.
• This position may be required to work nights and/or weekends.

Pre-Employment Requirements

• This position requires the successful completion of a background check.
• Eligibility to Work
• Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

• Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.
• SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
• We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

• Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.