Event Services Coordinator- (Event and Conference Planner II) - HDCS Conference Services

HDCS Conference Services • San Francisco, CA

9d • Onsite

About The Position

Under the general supervision of the Conference and Event Services Manager, the Event Services Coordinator is responsible for developing & managing relationships with internal and external clients who utilize university facilities. The Event Service Coordinator will meet the logistical needs of clients through collaboration with all necessary cross-campus departments. The individual will assist in the planning, organizing and implementing of events within Event Services and functions in support of the overall mission and goals of SFSU. The Event Services Coordinator will anticipate problems and develop appropriate solutions by investigating, analyzing and solving operational issues and complaints. This role will also include managing and maintaining accurate inventory control with Facilities Services’, University Police, Enterprise Risk Management, and labor chargeable services.

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.
• Experience and Education: 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.

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.
• Experience working with a diverse community.

Responsibilities

• CUSTOMER & EVENT MANAGEMENT
• 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, but not limited to, University Police Department, Enterprise Risk Management, and Capital Planning, Design & Construction of upcoming events and clients' logistical needs, technical and supervisory support, AV needs, alcohol clearance approvals, State Fire Marshall special event application approvals and facilities support.
• 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 by the Conference & Event Services area.
• 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.
• ADMINISTRATIVE
• Support the Conference and Event Services Manager in the implementation and ongoing coordination of the centralized scheduling system (25Live), including system usage, training support and data integrity. Assist in ensuring campus-wide adherence to scheduling protocols, promoting consistent and effective use across academic and administration departments.
• Identify and implement sustainable practices in all areas to include, but not limited to, event production, procurement, and use of various resources.
• Create tools to solicit feedback from clients and campus stakeholders and recommend service charges or enhancements based on feedback provided.
• Evaluate and review insurance policies; ensuring agreements for short-term rentals have proper documentation in relation to insurance, payment, and signed agreements.
• 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, from concept through execution of each event.
• Track, monitor, and compile data of client bookings and maintaining close contact with clients and service partners to ensure a successful event.
• Coordinate with Enterprise Risk Management and Procurement to review and amend agreement verbiage to ensure rental agreements meet legal and liability standards.
• Ensure proper billing to clients is accurate and assist in the collection of past due invoices.
• MARKETING & SALES
• Assist with developing effective marketing strategies including re-branding and web presence to maximize revenue for the university.
• Assist with developing program proposals with revenue and cost analysis to plan revenue and business.
• Assist with developing a campus-wide training for event planning on campus.
• Assist with negotiating vendor partner rates for event services and equipment.
• LEADING & TRAINING
• Lead and coordinate student assistants, which includes, hire, train and feedback of the student workforce.
• Ensure training is compatible with policies and procedures set forth by SF State, Administration & Finance, and Student Affairs.
• Assist with training, evaluation and scheduling of student support.
• Support student staff payroll.
• Provide training to staff and community partners who use the Event Management System database.
• INVENTORY CONTROL
• Coordinate with the Facilities Services on the general maintenance and upkeep of facilities, audio visual equipment, and furniture inventories.
• Ensure that appropriate rates for furniture, equipment, and all chargeable services are maintained in Event Management System database.
• Other Duties as Assigned

Benefits

• Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.
• SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
• We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees