Student Union Events Planner

Student Union Events Planner Priority Consideration Deadline Friday, July 3, 2026 General Purpose Under the supervision of the Aztec Student Union Events Coordinator, 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. Collaborates with the Student Union Programs & Services Team to ensure logistics are executed in accordance with customer needs and Student Union service standards. Essential Duties & Responsibilities Ensure 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. Respond to inquiries for the use of the Student Union meeting and event spaces and refer off‑campus inquiries to supervisor for appropriate follow up. Advise customers on scheduling appropriate facilities and services. Consult with supervisor as needed when scheduling conflicts occur. Assist 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, and virtual EMS online reservations interface. Ensure diagrams are created, stored and maintained. Ensure diagrams are reviewed and approved by Environmental Health and Safety (EH&S) and the California State Fire Marshal as necessary. Distribute appropriate scheduling information and reports to customers and departments in a timely manner. Ensure that the proper approval documents and processes for events are communicated to customer during the planning process and 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). Monitor reservations activity to ensure customer service needs are scheduled and overlaps do not occur. Assist with on‑site event supervision as needed and are scheduled or approved by supervisor. Meet with customers, and all sub‑contracted personnel, during events to ensure that services, facilities, equipment, and staffing are satisfactory. Coordinate and schedule event arrangements with other A.S. areas, University departments, and contract services as needed. Ensure customer requests for digital signage event publicity in the Student Union are scheduled. Coordinate with special parking services for clients when events are held in the Student Union facilities. Ensure adherence to all campus and Student Union policies and procedures for proper facility and equipment use by staff and customers. Make recommendations to supervisor on potential programming changes, needs and ideas to enhance the use of Student Union facilities and services. Assist others in department with special tasks as assigned. Qualifications Minimum & Preferred Requirements Education : Four‑year degree from an accredited college or university preferred, or equivalent combination of education and experience. Experience : Over one year minimum experience in the college student union field, related higher education areas, or in the meeting, hospitality, and special events industry. One year minimum experience in the coordination and planning of meetings, conferences and special events. 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. Licenses & Certifications A valid California Driver's License and proof of automobile insurance is required. Trainings (Must be completed within 30 days of hire) Anti‑Harassment Training for Supervisors Workplace Violence Prevention Data Security & Privacy Gender Awareness Training Performance Expectations Represent the Associated Students and San Diego State University professionally at all times. Successfully fulfill the essential duties of this job description and meet performance expectations. Be highly organized, confidential, and reliable with keen written and verbal communication skills and the ability to work with a diverse, frequently changing population of students, faculty, and staff. Demonstrate success in managing and mentoring work teams of diverse functions, complying with organizational policies and procedures, and managing and leading change within an organization. Commit to values of diversity, multiculturalism, and higher education. Commit 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. Strong communication skills (verbally and written) at a level appropriate to the duties of the position. Ability to operate a personal computer and proficiency with Google, Microsoft Office Suite (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, able to effectively multi‑task, prioritize work, problem‑solve, make decisions, and meet scheduled deadlines under pressure. Self‑motivated, self‑starter, and perform with minimal direction and supervision. 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. Ability to interpret and communicate policies and procedures. Ability to adapt to and work in an environment of constant change, growth and frequent interruptions. 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 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, 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 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 Events Coordinator. Collaborates with the Conrad Prebys Aztec Student Union Programs & Services team in scheduling and executing events. Provides direction and mentorship to Reservations Assistants and Lead Reservation Assistants. Works with various A.S. Boards and Committees as assigned. Works closely with the A.S. Safety regarding event safety. Outside the Organization Communicates with various University departments and personnel (Center for Student Organizations and Activities, Residence Education Office, Greek Councils, Athletics, Alumni Center, Center for Intercultural Relations, and various departments across campus). Coordinates and works closely with Aramark Custodial Services and Elite Show Services (as appropriate). Communicates and obtains approvals for program‑related activities and functions through departments such as Aztec Shops, SDSU Environment Health & Safety, SDSU University Police, SDSU Parking and Transportation Services, SDSU Facilities Services, California State Fire Marshal, SDSU Business & Financial Affairs, SDSU Student Affairs + Campus Diversity 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. #J-18808-Ljbffr San Diego State University