Conference and Event Services Coordinator- (Event Conference Planner II, Range 1) - HDCS Housing, Dining and Conference Services

CSU Careers•San Francisco, CA

4d•Onsite

About The Position

The Conference and Event Services Coordinator, working within a team led by the Senior Conference & Event Services Specialist, is primarily responsible for planning, promoting, administering, and organizing business for the Conference & Event Services (CES) department and the division of Housing, Dining, & Conference Services (HDCS). All work and responsibilities entail ensuring that contractual obligations are met and superior customer service is provided while striving to meet financial goals. This role involves administering day-to-day operations for various programs, monitoring in-house activities, ensuring compliance with regulations, collaborating with campus partners, and providing support for large-scale campus events. The position also screens inquiries, tracks client information, liaises with service partners, provides client information, conducts walkthroughs, and creates tools for feedback. Additionally, the coordinator assists with training and leads interns and student assistants.

Requirements

Working knowledge and understanding of event and conference planning and management principles and current best practices.
Demonstrates competence in independently applying judgment to resolve non-standard problems and issues. Includes interpretation of applicable regulations, standards, and guidelines.
Strong analytical and organizational skills to plan, organize, prioritize, and manage the successful completion of events/conferences within time and budget constraints.
Strong communication and interpersonal skills to effectively manage multiple stakeholder relationships and guide the development of appropriate communication and promotional materials.
Ability to effectively lead and train other professionals, less experienced staff, student employees, and volunteers.
Knowledge of procurement, budgeting and accounting principles and processes.
Proficiency in using event planning software and financial systems.
Bachelor's degree in a related field and two years of relevant experience.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
Must have a valid California Driver’s license and can be certified to drive on State business.
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 CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
The incumbent 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.
This position requires the successful completion of a background check.
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.

Nice To Haves

Bachelor’s degree from an accredited University
Four years’ experience in conference and event services or summer conference programs, including logistics and execution.
Four years’ experience supervising staff and/or working directly with students in a campus setting
Supervisorial customer service experience.
Demonstrated ability to train and mentor staff.

Responsibilities

Administer the day-to-day operations of the summer conference program, guest suite program, external events hosted at SF State, and film permitting.
Monitor all in-house activities related to events, maintaining close contact with clients and facility and service staff to ensure the success of all CES programs.
Ensure that the State of California, CSU, and University fire, liability and alcohol regulations are met for each event contracted by CES.
Collaborate with University Police, Residential Life, Risk Management and other as appropriate to maintain adherence to applicable policies and procedures, including care of minors, security, crowd control and alcohol policies.
Analyze, evaluate, develop and implement procedures and solutions to improve CES programs.
Participate in and keep abreast of professional organizations relevant to event planning in order to increase knowledge and professional development.
Liaison with campus partners including Facilities Services, Information Technology Services, Residence Life, Employee & Family Housing, and Dining Services to ensure contract adherence.
Provide additional support to other campus departments in the planning and execution of large-scale campus events including, but not limited to: graduations, Commencement, move-ins and move-outs, etc.
Work with HDCS’ Financial Services department to ensure proper and timely invoicing of CES clients.
Screen inquiries related to the various CES programs from both the campus community and external clients.
Track and coordinate clients, contacts, and service needs using all available database software utilized by CES (Conference Programmer, StarRez, EMS, etc.).
Liaison with various campus-wide service partners on the logistical needs, including technical and lead support, AV needs, facilities support etc. of upcoming summer conference groups, guest suite clients, and campus events.
Provide information to clients in relation to rates and policies and procedures of various services provided by CES.
Conduct walkthroughs of the residential community housing accommodations, dining services, and all requisite event spaces.
Create tools to solicit external clients and service partner feedback and recommend service changes or enhancements based on feedback provided.
Assist with the development of training for conference interns and student assistants.
Train and lead interns and student assistant staff.
Provide guidance in resolving issues.
Assist with training and evaluation of support staff, particularly during the summer conference program.
Ensure training is compatible with policies and procedures in place for Residential Life student staff, as directed.