Event Scheduling & Logistics Student Assistant

Associated Students•San Luis Obispo, CA

3d•$17 - $17

About The Position

Definition and Purpose Under the supervision of the Coordinator I – Scheduling and Logistics, the Event Scheduling and Logistics Student Assistant is responsible for assisting with the clerical, staff, and customer service functions associated with the event management process for events in ASI managed venues including the University Union, UU Plaza, Recreation Center and Sports Complex. The Event Scheduling and Logistics Student Assistant assists the Coordinator I – Scheduling and Logistics with all aspects of the reservation and event planning processes. ASI is committed to supporting the aspirations of the University Learning Objectives. Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability. Additionally, they will work productively as individuals and in groups while communicating effectively.

Requirements

Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units.
Reliable, self-motivated, takes initiative and works well with minimum supervision.
Ability to perform multiple tasks simultaneously.
Experience working in a high volume, fast paced environment.
Ability to be flexible and adapt to change.
Demonstrate a high level of attention to detail with excellent spelling, grammar, and editing skills.
Ability to be highly organized.
Ability to make routine decisions based on specific criteria/guidelines and apply judgment in performing work assignments.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
Ability to maintain confidentiality.
Excellent oral and written communications skills.
Windows-based computer knowledge and skills including Microsoft Word, Excel, Teams, and One Drive.
Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.

Nice To Haves

Competency in Live 25 Pro (University’s scheduling software), and Social Tables preferred.

Responsibilities

Assist in the management of events from a “customer experience” perspective.
Process reservation requests from ASI staff for use of campus space ensuring all information is accurate and consistent.
Respond directly to and address participant/customer concerns and problems.
Provide assistance and back-up to the Coordinator I – Event Scheduling & Logistics with all aspects of ASI reservations, logistics, and event support.
Maintain detailed electronic files for all upcoming, current and past events including customer contacts, space layouts, audio visual, staffing, costs and billing information.
Processes and distributes reports via the 25 Live scheduling software.
Create and distribute production schedules for events in ASI managed facilities.
Work closely with customers to determine preferred space layouts, audio visual needs, and additional support.
Create space diagrams that meet customer needs while adhering to all fire marshal and ADA guidelines.
Work closely with ASI Event Operations and ASI Audio-Visual areas to ensure requests can be met and that information is clearly outlined for customers and staff.
Communicate clearly and promptly with clients concerning ability to provide requested services.
Provide suggestions and alternatives as needed.
Address last-minute changes promptly, ensuring all proper communication is in place including staffing changes and additional costs.
Obtain and communicate arrival and departure times of customers and vendors.
Exercise good judgment independently with minimal supervision/resourceful/can find answers independently.
Ensure compliance with University and ASI policies in providing event information customers, vendors, staff, and support services.
Provide service and solutions for event requests and advise customers on campus resources and support services.
Answer routine scheduling, logistics, and policy related questions.
Create and distribute estimates of event costs.
Compile and assemble the monthly billing information for the Event Management Department.
Coordinate with various University and ASI areas to ensure the customer needs are met.
Work well under pressure/meet deadlines/excellent time management skills.
Be resourceful and research data to find answers independently.
Manage multiple events at various states simultaneously.
Provide general office assistance (word processing, filing, mail preparation, etc.).
Provide positive public relations, program promotion, and policy education to participants.
Adhere to and assist in enforcing all ASI departmental policies and procedures.
Assist with special projects that support the various ASI programs and service areas.
Awareness of safety concerns and risk management.
Attend all mandatory meetings.
Available to work a minimum of 10 hours during Winter or Spring break (if needed).
Other duties as assigned.