Event Operations Coordinator, Student Union

SJSU Student Union • San Jose, CA

42d • 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
Under general supervision of the Student Union Operations Manager, the Student Union Event Operations Coordinator is responsible for event set-up, operations and customer service functions related to event spaces interior to and outside of the facility. This includes supervising and overseeing student staff conducting the work and doing so in an efficient, effective, and safe manner. Ensuring the highest level of quality of event spaces and coordinating cleaning (both planned and spot), alignment of spaces to match diagram needs, ensuring full accessibility needs, providing for equipment and tools needed to conduct the operations. This position is also responsible for the maintaining, organization, and optimization of event set-up storage areas and ensuring compliance with all applicable fire codes. This position will also work alongside AV Services for full service dedication for events, touch base with clients who have last-minute needs and work to provide for those requests; take-down events and turn things over for subsequent programs in spaces

Requirements

• Requires a Bachelor’s Degree in a closely related field.
• One (1) year of student or full-time staff supervisory experience.
• Experience managing facilities, event spaces, or similar operations.
• Current CPR/First Aid and AED certifications required or must be obtained within the first month of employment.
• Demonstrated supervisory or management experience including training, coordinating, evaluating, and supervising student employees.
• Demonstrated experience in organizing, prioritizing, and coordinating work activities in a customer service setting.
• Collaborative partner with various campus departments to support success of events and the department initiatives.
• Knowledge of event management.
• Strong organizational skills and ability to coordinate, organize and prioritize projects with attention to detail for event set ups and operational needs.
• Ability to compile, prepare, write, and review reports.
• Knowledge of safety procedures, protocols, risk management plans, as they relate to event operations.
• Strong customer service and interpersonal skills.
• Knowledge of Student Union policies and procedures and ability to manage situations which require resolution and problem solving.
• Experience in computer applications such as: Google Suite (Gmail, Docs, Slides, Sheets, Forms, etc.) Microsoft Office (Word, Excel, PowerPoint, etc.).

Nice To Haves

• 2 or more years of facility operations experience with direct experience managing events
• Demonstrated experience within a university community, including student unions, student activities, and residence life or student development.
• Experience with event management and diagramming software.
• Demonstrated ability to articulate the role campus life plays in recruitment, student success, retention, and graduation, and a commitment to college student development and student leadership.

Responsibilities

• Ensures safety and security of Student Union building and its patrons.
• Enforces all building policies and regulations.
• Supervises student staff and provides scheduling, direction, and oversight of their work to turn spaces and prepare them for campus events both inside and outside of the Student Union.
• Coordinates with Event Services and staff for success of programs in various areas of the building.
• Ensures full-time, contract, and student staff provide for cleaning of event spaces to provide the highest level of service.
• Works with Event Services staff on diagrams, implementation, timing, and scheduling of student staff in preparation of meeting spaces before and after each use.
• Oversees and may assist with striking and setting up ballrooms and other event spaces for special events.
• Directs building emergencies and evacuations as necessary.
• Monitor attendance and traffic within the Student Union facilities to guarantee the adherence to state and county regulations such as fire code, accessibility, etc.
• Assists in maintaining inventory of supplies and equipment; provides for purchases of items necessary for safe Event Operations areas.
• Research and recommend improvements to the Student Union facilities, policies, and procedures
• In the event of the absence of the Student Union Operations Manager, assist with general building facilities support.
• Performs additional job-related 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
• 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: Entry Level