Definition and Purpose
Under the direct supervision of the Assistant Director – Facility Operations (University Union), the Coordinator – Event Management is responsible for coordinating quality event support for a variety of campus entities to include room set up, take down, audio visual needs, policy enforcement and direct client contact. Certain non-specialized Coordinator duties and assignments are fluid and are periodically reviewed and revised based on program philosophy, professional development, and staff needs.
Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.
Educational and Qualifying Experience, Skills, Licenses, Credentials
Graduation from a four-year college or university (8 years applicable experience may be substituted for educational requirement).
Must hold a CA Driver’s License with an acceptable driving record.
Current American Red Cross Certification in the following: Adult CPR, First Aid, and AED.
Minimum three (3) years experience, five (5) years preferred that demonstrates the ability to perform the essential functions of the job.
Minimum two (2) years experience in conference and event support including scheduling, A/V, set-ups, and day of show support.
Experience in budgeting and fiscal management.
Supervisory experience required.
Working knowledge of correct English grammar, spelling, and punctuation.
General knowledge of office methods, equipment, procedures, and practices.
Knowledge of Windows-based computer systems.
Knowledge of facility scheduling and event planning software experience preferred.
Ability to effectively communicate both orally and written; strong public speaking ability.
Ability to establish and maintain a cooperative working relationship with staff, students, faculty and others.
Demonstrated skills in group supervision/leadership.
Ability to gather and analyze complex data and situations in order to draw valid conclusions and make appropriate recommendations.
Excellent organizational skills and the ability to coordinate multiple projects and meet deadlines.
Working knowledge of safety standards and procedures.
Demonstrated ability to work well with others on diverse teams.
Working knowledge and understanding of financial record-keeping methods, procedures and practice.
Ability to effectively interact with a diverse campus population and a wide range of campus entities.
Sound technical knowledge of audio visual equipment, acoustics, event lighting and basic electronics.
Directly supervise Student Manager for Event Set-Up, Event Set-Up Student Assistants, Student Manager for Audio-Visual, A/V Technicians, Event Supervisors, and Intermittent Technical Advisor.
Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.
Essential Duties and Responsibilities
Global Duties and Responsibilities
Assist in developing, analyzing, and implementing policies and procedures for the University Union.
Assist in development, preparation and monitoring of the budget for specific program areas.
Assist in development and implementation of program meetings, retreats, and workshops for staff/volunteer training and development.
Respond directly to participant/customer concerns and problems.
ASI Event ManagementOversight
Provide event support as requested for campus entities, including set-up, take-down, event management, and audio visual support.
Oversee all phases of ticketed event operations, to include management of ticket-takers, ushers, facility set-up, take-down, and risk management.
Assist with the management, production and evaluation of various activities and programs, including social and entertainment programming.
Assist in the event request process, ensuring professional customer contact including intake of needs, communication of estimated charges, and delivery of agreed upon items.
Assist in the event billing process, providing accurate and timely information to the Coordinator- Event Logistics regarding event services provided.
Manage all purchasing, inventory management, and event related equipment in ASI managed facilities.
Evaluate, inspect, and coordinate repairs of event related equipment in ASI managed facilities.
Recommend event related equipment upgrades in ASI facilities.
Provide technical knowledge on all event related equipment in ASI managed facilities, to include proper use and troubleshooting of equipment to ensure seamless event production.
Provide periodic event management reports.
Attend events to assist with the coordination of staff, event production and management.
Interpret University policies and procedures when providing information to faculty, staff, students, and off-campus individuals regarding events being held on campus.
Serve as a backup to the Coordinator- Event Logistics, and the Assistant Coordinator- Facility Scheduling in their absence.
Evaluate event equipment for functionality, and prepare purchase orders for necessary event supplies.
Assist in the development of an annual payroll budget for student staff.
Assist and participate in the annual hiring, planning, orientation, training, and development of student staff.
Conduct research in order to maintain progressive and innovative systems as they relate to campus programming and student development.
Provide safety oversight of all events in ASI managed facilities, to include staff safety, participant safety, and facility damage reporting
Administer regular facility safety audits.
Assure compliance with and monitor appropriate facility safety and risk management practices.
Develop and implement safety and health training.
Keep current on Cal-OSHA mandates and ergonomic requirements.
Work with ASI Safety Committee to ensure safety procedures are in place and followed by all staff.
Ensure appropriate safety and supervision for all scheduled events.
Coordinate Practical Emergency Scenario Assessment drills for staff.
Develop and maintain emergency call down lists for all ASI managed facilities.
Act as the Assistant Building Emergency Response Coordinator when required.
Develop and execute assessment of programs and/or services for areas of responsibility including, but not limited to, setting and implementing goals, evaluating outcomes, and ongoing enhancement.
Participate in the overall ASI assessment planning and goal setting.
Other Duties and Responsibilities
Represent ASI on committees as appropriate.
Attend and participate in meetings as necessary.
Ensure continuous professional development.
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
Other duties as assigned.
Annual Salary: $60,016.32
Premium Overtime: No
Shift Differential: No
This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7 year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.
Long Term Disability Insurance
Public Employees’ Retirement System (CalPERS)
Social Security (FICA)
Paid State Holidays
Workers’ Compensation Insurance
Date of Last Equity Review: 2/14/2020
Date revised: 1/1/2020