Student Union Events Planner

About the role

The Conrad Prebys Aztec Student Union Events Planner schedules and coordinates meetings and events in the Student Union facilities. This role is responsible for coordinating and planning requirements including but not limited to: facility reservations, room diagrams, audiovisual and special event services and staffing.

Responsibilities

• Ensures 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
• Responds 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
• Aids supervisor in maintaining the EMS database and Social Tables diagram software including: Timely and accurate input of reservations and booking information, Equipment inventory, Customer Database including current contact information, Pricing and billing information, Resource and room diagram configurations, Software updates, Virtual EMS; on-line reservations interface
• Ensures diagrams are created, stored and maintained Ensures diagrams are reviewed and approved by Environmental Health and Safety (EH&S) and the California State Fire Marshal as necessary
• Distributes appropriate scheduling information and reports to customers and departments in a timely manner Ensures that the proper approval documents and processes for events are communicated to customer during the planning process along with being received and completed in advance of event (e.g. Reservation Agreements/Proof of Payment, Event Application System submissions, A.S. Activities Checklists, Reservation Priority Policy Waivers, Catering Waivers, Alcohol Request Forms, and Proof of Liability Insurance)
• Maintains customer service needs are scheduled and overlaps do not occur
• Aids with on-site event supervision as needed and are scheduled or approved by supervisor
• Coordinates and schedules event arrangements with other A.S. areas, University departments, and contract services as needed
• Coordinates with special parking services for clients when events are held in the Student Union facilities
• 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
• Aids others in department with special tasks as assigned

Qualifications

• 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 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 Social Tables preferred
• Experience with the needs and requirements of patrons with disabilities and experience with ADA guidelines preferred

Performance Expectations

• Must professionally represent the Associated Students and San Diego State University at all times
• Must be able to successfully fulfill the Essential Duties of this job description and meet performance expectations
• Highly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staff
• 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

Physical Demands

• 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
• Standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 25 pounds

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
• Compensation: $24.67 - $26.00 Per hour

Employment Category

• Full-Time, Hourly, Non-Exempt, Grade 4