Student Union Events Planner

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 Primary Functions Responsible 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 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 Assists 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). Monitors reservations activity to ensure customer service needs are scheduled and overlaps do not occur Assists with on-site event supervision as needed and are scheduled or approved by supervisor Meets with customers, as well as all sub-contracted personnel, during events to ensure that services, facilities, equipment, and staffing are satisfactory Coordinates and schedules event arrangements with other A.S. areas, University departments, and contract services as needed Ensures customer requests for digital signage event publicity in the Student Union are scheduled 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 Assists 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: 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 Licenses & Certifications: A valid California Drivers' 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 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 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 communication skills (verbally and written) to communicate at a level appropriate to the duties of the position Ability to operate personal computer, proficiency with Google, 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 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. 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 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 Communicates with various University departments and personnel (i.e. Center for Student Organizations and Activities, Residence Education Office, Greek Councils, Athletics, Alumni Center, Center for Intercultural Relations, and various departments across campus) Communicates and obtains approvals for program-related activities and functions through departments such as Aztec Shops, SDSU Environment Health & Safety, SDSU University Police 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