Event Services Coordinator- (Administrative Analyst Specialist Exempt I) - HDCS Conference Services

California State University System • San Francisco, CA

85d • $55,404 - $58,800 • Remote

About The Position

The Event Services Coordinator is responsible for developing and managing relationships with internal and external clients who utilize university facilities. This role involves meeting the logistical needs of clients through collaboration with various cross-campus departments, assisting in the planning, organizing, and implementing of events, and ensuring the overall mission and goals of SFSU are supported. The coordinator will anticipate problems and develop appropriate solutions by investigating, analyzing, and solving operational issues and complaints. Additionally, the role includes managing and maintaining accurate inventory control with Facilities Services, University Police, Enterprise Risk Management, and labor chargeable services.

Requirements

• General knowledge and skills in the applicable administrative and/or program field.
• Foundational knowledge of public administration principles, practices, and methods.
• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work.
• Skill in the research, development and evaluation of policies and programs.
• Expertise in investigating and analyzing problems with a broad administrative impact.
• Demonstrated ability to effectively interpret, organize, and present information.
• Ability to train others on new skills and procedures.

Nice To Haves

• Four years' experience in conference and event services, including logistics and execution.
• Four years' experience leading staff.
• Overseeing customer service experience in a hospitality-related environment.
• Demonstrated ability to train and mentor staff.
• Ability to troubleshoot complex and varied client related problems in a fast paced environment.
• Thorough knowledge of Microsoft Office.
• Experience with EMS (Event Management System) or other event management software.
• Basic understanding of AV equipment in relation to event services.
• Demonstrated experience working with diverse populations.

Responsibilities

• Develop and manage relationships with internal and external university clients who utilize San Francisco State University's facilities.
• Develop and maintain excellent client relations while managing all details associated with each event.
• Liaison with vendors and minimize risk by ensuring appropriate liability insurance for all event-related matters.
• Primary point of contact for events and provide clients with updates as necessary for each event.
• Responsible for vendor management and client contract negotiations for events.
• Oversee event reservations, event planning, facilities coordination, technology management, insurance policy standards and documentation for all client events within Event Services.
• Communicate with various University entities including University Police Department, Enterprise Risk Management, and Capital Planning, Design & Construction of upcoming events and clients' logistical needs.
• Develop and implement procedures and solutions to improve the Event Services Associates program.
• Provide information to clients in relation to campus rates, policies and procedures of events, camps and conferences.
• Ensure facility rules, regulations and policies are enforced at all times while on campus grounds.
• Conduct walkthrough of rental spaces with clients and campus stakeholders.
• Support the Conference and Event Services Manager in the implementation and ongoing coordination of the centralized scheduling system (25Live).
• Identify and implement sustainable practices in all areas to include event production, procurement, and use of various resources.
• Create tools to solicit feedback from clients and campus stakeholders.
• Evaluate and review insurance policies; ensuring agreements for short-term rentals have proper documentation.
• Create and prepare various agreements and revenue reports related to short-term rentals.
• Maintain and create electronic and paper records and files of each short-term rental agreements.
• Provide strategic event planning skills while producing and executing basic event plans.
• Track, monitor, and compile data of client bookings and maintaining close contact with clients and service partners.
• Coordinate with Enterprise Risk Management and Procurement to review and amend agreement verbiage.
• Ensure proper billing to clients is accurate and assist in the collection of past due invoices.
• Assist with developing effective marketing strategies including re-branding and web presence.
• Assist with developing program proposals with revenue and cost analysis.
• Lead and coordinate student assistants, including hiring, training, and providing feedback.
• Coordinate with the Facilities Services on the general maintenance and upkeep of facilities, audio visual equipment, and furniture inventories.

Benefits

• Medical, Dental, Vision
• Pension
• 401k
• Healthcare Savings Account
• Life Insurance
• Disability Insurance
• Vacation and Sick Leave
• State Holidays
• Dynamic Fee Waiver program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees