Assistant Director of Events Services

SJSU Student Union • San Jose, CA

37d • Onsite

About The Position

Position Overview
The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San Jose State University in downtown San Jose, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

Mission
The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Job Summary
The Assistant Director, Event Services is responsible for planning of events, from small internal meetings to large external conferences, including coordination and planning of event operations within the Student Union, Meeting Rooms, Theater, and assists Associate Director with other spaces as needed. Supervises the Event Services Supervisor of Scheduling for Student Union, Morris Daley. and scheduling of staff to support events associated with Student Union conferences, meetings, and event-related business.

Requirements

• Bachelor’s Degree in Business, Hospitality Management, Theater Arts or related field
• 3-5 years of experience in management of event planning, scheduling and supervision of staff;
• Minimum of 3 years of full-time staff supervision
• Ability to adapt to any assignment or situation in a fast-paced operations
• Maintains professional attitude and conduct at all times as a customer service example for event clients and guests, and for other Event Services and Student Union staff.
• Excellent communication, organizational and problem-solving skills with attention to details.
• Proven knowledge of in-depth experience with computers, data base information systems, event scheduling software such as EMS and W2W as well as diagram software such as Microsoft Visio.
• Proven ability to effectively plan and manage simultaneous large and/or small-scale events in a fast-paced environment, preferably within a university setting.
• Knowledge of event planning skills and experience in contract management, scheduling room reservations, and ability to create room diagrams using Microsoft Visio software.
• Basic knowledge of a wide variety of audio visual and theatrical equipment used in event production.
• Ability to prepare event quotes and finalize cost settlements for Event Services billing.
• Ability to train, supervise, coordinate and prioritize the work of full-time staff and part time staff, preferably in a university setting.
• Basic knowledge of Fire and Life Safety procedures and OSHA requirements related to event production.
• Demonstrated ability to make decisions and judgements that will reflect positively on the Student Union.
• Experience in computer applications such as: Event Management Systems, When to Work, Visio, PowerPoint, Google Suite (Gmail, Docs, Slides, Sheets, Forms, etc.) Microsoft Office (Word, Excel, PowerPoint, etc to schedule, review and create written correspondence, reports, presentation materials, and other documents from drafts, notes or dictation; and to create charts, graphs, and tables.

Nice To Haves

• Master's degree, Business, Management, or related field
• 5-6 years of experience in college union and/or activities and event planning.
• Demonstrated experience in within university community, including student unions, student activities, and residence life, campus life.
• Experience in a large, non-profit corporation

Responsibilities

• Meets with clients, coordinates event requirements and services to include contract management (with confirmation of client’s signature on cost estimates), room reservations, room diagrams, ballroom and meeting room set-up, audio visual needs, and coordinates outside services as necessary.
• Coordinates with Spartan Catering (as needed), Student Union Night Manager for building operations and setup support, and the Operations Manager for cleaning of interior and exterior of Student Union facility and grounds in preparation for scheduled events.
• Supervises the Event Services Scheduling Supervisor.
• Works closely with Scheduling Supervisor to ensure clear communications to all customers regarding Event Services policies and procedures, room scheduling, AV and event logistics.
• Works with all event and operations staff to ensure event operations staff scheduled
• Responsible for accurate pre and final event billing information to Scheduling Supervisor and to SU Accounting Department. Ensures that appropriate signature approval is on pre cost estimates and makes updates to final event cost estimates.
• Responsible for updating and maintenance of client files, including contracts, and other pertinent information.
• Prepares detailed documents describing client/vendor needs, to convey needs and expectations to department managers.
• Compose and answer e-mail messages to individuals, various departments and vendors as needed.
• Reviews EMS Software System for bookings and to block function space.
• Interact with and assist other managers, employees, and associates with information requested or required for the department.
• Ensures Supervisor, Scheduling has implemented signage for events.
• Assist Manager with large event designs, orders, contracts, diagrams and invoices.
• Comply with Student Union standards as well as Safety, Health and communication Enforces Student Union policies, procedures, and related information.
• Responsible for hiring, training, supervising, and evaluating of all administrative student assistant staff reporting to the Supervisor, Scheduling.
• In absence of Event Services Manager, performs all the duties of the Event Services Manager.
• Assists with Student Union building evacuation and emergencies.
• Assists with purchase of supplies and equipment associated with Student Union events.
• Performs other duties as assigned.

Benefits

• Medical, Dental & Vision insurance (fully paid on selected packages by the company for the employee and dependents), Life and Supplemental Insurance, Vacation, Sick Leave, paid Holidays, 403(b) retirement program, tuition reimbursement, employee development opportunities and more.
• The Student Union, Inc. provides lifetime retiree medical and dental coverage to eligible employees and their dependents who retire at the age of 55 and have 5 or more years of employment with the Student Union, Inc.

What This Job Offers

• Job Type: Full-time
• Career Level: Director