Working Title Event Services Coordinator
SF State University San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.
San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Department Housing, Dining & Conference Services (HDCS)
Appointment Type This is a one-year probationary position.
Time Base Full-Time (1.0 FTE)
Work Schedule Monday through Friday; 8:00 AM - 5:00 PM
Anticipated Hiring Range $4,920.00 - $5,167.00 Per Month ($59,040.00 - $62,004.00 Annually)
Salary is commensurate with experience.
Position Summary Under the general lead of the Event Management Specialist, the Event Services Coordinator is responsible for developing & managing relationships with internal and external clients who utilize university facilities. The Event Service Coordinator will meet the logistical needs of clients through collaboration with all necessary cross-campus departments. The individual will assist in the planning, organizing and implementing of events within Event Services and functions in support of the overall mission and goals of SFSU. The Event Services Coordinator will anticipate problems and develop appropriate solutions by investigating, analyzing and solving operational issues and complaints. This role will also include managing and maintaining accurate inventory control with Facilities Services’, University Police, Enterprise Risk Management, and labor chargeable services.
Position Information CUSTOMER & EVENT MANAGEMENT
- Develop and manage relationships with internal and external university clients who utilize San Francisco State University’s facilities.
- Develop and maintain excellent client relations while managing all details associated with each event.
- Liaison with vendors and minimize risk by ensuring appropriate liability insurance for all event-related matters.
- Primary point of contact for events and provide clients with updates as necessary for each event.
- Responsible for vendor management and client contract negotiations for events.
- Oversee event reservations, event planning, facilities coordination, technology management, insurance policy standards and documentation for all client events within Event Services.
- Communicate with various University entities including, but not limited to, University Police Department, Enterprise Risk Management, and Capital Planning, Design & Construction of upcoming events and clients' logistical needs, technical and supervisory support, AV needs, alcohol clearance approvals, State Fire Marshall special event application approvals and facilities support.
- Develop and implement procedures and solutions to improve the Event Services Associates program.
- Provide information to clients in relation to campus rates, policies and procedures of events, camps and conferences by the Conference & Event Services area.
- Ensure facility rules, regulations and policies are enforced at all times while on campus grounds.
- Conduct walkthrough of rental spaces with clients and campus stakeholders.
ADMINISTRATIVE
- Identify and implement sustainable practices in all areas to include, but not limited to, event production, procurement, and use of various resources.
- Create tools to solicit feedback from clients and campus stakeholders and recommend service charges or enhancements based on feedback provided.
- Evaluate and review insurance policies; ensuring agreements for short-term rentals have proper documentation in relation to insurance, payment, and signed agreements.
- Create and prepare various agreements and revenue reports related to short-term rentals.
- Maintain and create electronic and paper records and files of each short-term rental agreements.
- Provide strategic event planning skills while producing and executing basic event plans, from concept through execution of each event.
- Track, monitor, and compile data of client bookings and maintaining close contact with clients and service partners to ensure a successful event.
- Coordinate with Enterprise Risk Management and Procurement to review and amend agreement verbiage to ensure rental agreements meet legal and liability standards.
- Ensure proper billing to clients is accurate and assist in the collection of past due invoices.
MARKETING & SALES
- Assist with developing effective marketing strategies including re-branding and web presence to maximize revenue for the university.
- Assist with developing program proposals with revenue and cost analysis to plan revenue and business.
- Assist with developing a campus-wide training for event planning on campus.
- Assist with negotiating vendor partner rates for event services and equipment.
LEADING & TRAINING
- Lead and coordinate student assistants, which includes, hire, train and feedback of the student workforce.
- Ensure training is compatible with policies and procedures set forth by SF State, Administration & Finance, and Student Affairs.
- Assist with training, evaluation and scheduling of student support.
- Support student staff payroll.
- Provide training to staff and community partners who use the Event Management System database.
INVENTORY CONTROL
- Coordinate with the Facilities Services on the general maintenance and upkeep of facilities, audio visual equipment, and furniture inventories.
- Ensure that appropriate rates for furniture, equipment, and all chargeable services are maintained in Event Management System database.
Other duties as assigned.
Minimum Qualifications Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable
to the program and/or administrative specialty to develop conclusions and make recommendations. - Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program
and/or administrative specialty. - Working knowledge of operational and fiscal analysis and techniques.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations
where numerous and diverse demands are involved. - Skill in the research, development and evaluation of policies and programs, including skill in the collection,
evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. - Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability
to anticipate problems and address them proactively. - Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
- Ability to train others on new skills and procedures and provide lead work direction.
Preferred Qualifications - Four years’ experience in conference and event services, including logistics and execution.
- Four years’ experience leading staff.
- Overseeing customer service experience in a hospitality-related environment.
- Demonstrated ability to train and mentor staff.
- Ability to troubleshoot complex and varied client related problems in a fast paced environment.
- Thorough knowledge of Microsoft Office.
- Experience with EMS (Event Management System) or other event management software.
- Basic understanding of AV equipment in relation to event services.
- Demonstrated experience working with diverse populations.
- Experience working with a diverse community.
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.
Employment Requirement CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu .
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.
Additional Information SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS). Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Advertised: Oct 13 2023 Pacific Daylight Time
Applications close:
Closing Date/Time:
