Event Operations Analyst - Performing Arts, Events & Campus Engagements

Cal Poly•San Luis, CA

About The Position

Under the direction of the Assistant Vice President for PAECE, the Events Operations Analyst is responsible for the independent oversight and coordination of PAECE event support. This includes relations with on and off-campus entities; scheduling of all facilities labor required for events; equipment use and/or rental; building condition and operation, and maintenance; safety; and serving as a liaison with the State Fire Marshal (SFM) and other campus partners. The incumbent will work on events such as commencement, open-house, St. Patrick’s Day or similar campus events, and support donor relations and alumni engagement events, sporting events, Week of Welcome (WOW), and various student orientation activities. The Event Operations Analyst will regularly exercise judgment and discretion to meet objectives and resolve situations as they arise. The Performing Arts, Events & Campus Engagements (PAECE) department oversees the Performing Arts Center, Spanos Stadium and special campus events. The department is responsible for the operations and planning for those venues and non-Cal Poly Athletics events that take place at those facilities, along with supporting and leading other special events on campus which include St. Patrick’s Day, and ground breaking and grand opening festivities.

Requirements

Equivalent to graduation from a four-year college or university.
Three (3) years of technical or administrative experience.
A graduate degree in a related field may be substituted for one year of the required experience.
Additional qualifying experience may be substituted for the required education on a year-for-year basis.
Possession of a valid driver’s license or the ability to obtain by date of hire.

Responsibilities

Organizes, coordinates and oversees all related efforts for all events on campus to ensure the desired quality is achieved for all assigned events, including, but not limited to: WOW, commencement, open house, and sports events.
Work collaboratively to plan the operational planning of events and contribute to the facilities management of events from beginning to completion.
Establish and monitor priorities and progress toward event success and assess and develop recommendations for changes in event program to be in alignment with federal and state laws.
Review and approve event plans for space requests within the event database to achieve safety, code compliance, and adherence to University policies and procedures.
Act as liaison for ensuring necessary permits are in place and SFM reviews are completed.
Estimate event support costs of events for clients; and coordinate custodial, electrical, landscaping, waste management, SFM, and contracted support.
Organize staffing plans for all on-going and routine events.
Assist with safety issues (SFM permitting) and support Public Safety for crowd control at events, as needed.