Student Union Events Planner

Associated Students, San Diego State University•San Diego, CA

12h•Onsite

About The Position

Under the supervision of the Aztec Student Union Events Coordinator, the Conrad Prebys Aztec Student Union Events Planner schedules and coordinates meetings and events in the Student Union facilities. This role is responsible for coordinating and planning requirements including but not limited to: facility reservations, room diagrams, audiovisual and special event services and staffing. Collaborates with the Student Union Programs & Services Team to ensure logistics are executed in accordance with customer needs and Student Union service standards.

Requirements

One year minimum experience in the college student union field, related higher education areas, or in the meeting, hospitality, and special events industry relevant to this position required.
One year minimum experience in the coordination and planning of meetings, conferences and special events required.
A valid California Drivers' License and proof of automobile insurance is required.

Nice To Haves

Four year degree from an accredited college or university preferred, or equivalent combination of education and experience.
Experience with various types of industry standard room configurations and with audiovisual equipment preferred.
Experience supervising and working directly with students preferred.
Experience with the coordination of accounting and billing practices preferred.
Experience with basic fire and life safety policies and procedures for meeting and event planning, management, crowd control and safety preferred.
Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred.
Experience with Event Management System – Enterprise Version (EMS) and Social Tables preferred.
Experience with the needs and requirements of patrons with disabilities and experience with ADA guidelines preferred.

Responsibilities

Ensuring scheduling information for events in the Student Union facilities is accurate and maintained in a manner compliant with all departmental and university policies and procedures.
Responding to inquiries for the use of the Student Union meeting and event spaces and referring all off-campus inquiries to supervisor for appropriate follow up.
Advising customers on scheduling appropriate facilities and services. Consulting with supervisor as needed when scheduling conflicts occur.
Assisting supervisor in maintaining the EMS database and Social Tables diagram software including: Timely and accurate input of reservations and booking information, Equipment inventory, Customer Database including current contact information, Pricing and billing information, Resource and room diagram configurations, Software updates, Virtual EMS; on-line reservations interface.
Ensuring diagrams are created, stored and maintained.
Ensuring diagrams are reviewed and approved by Environmental Health and Safety (EH&S) and the California State Fire Marshal as necessary.
Distributing appropriate scheduling information and reports to customers and departments in a timely manner.
Ensuring that the proper approval documents and processes for events are communicated to customer during the planning process along with being received and completed in advance of event (e.g. Reservation Agreements/Proof of Payment, Event Application System submissions, A.S. Activities Checklists, Reservation Priority Policy Waivers, Catering Waivers, Alcohol Request Forms, and Proof of Liability Insurance).
Monitoring reservations activity to ensure customer service needs are scheduled and overlaps do not occur.
Assisting with on-site event supervision as needed and are scheduled or approved by supervisor.
Meeting with customers, as well as all sub-contracted personnel, during events to ensure that services, facilities, equipment, and staffing are satisfactory.
Coordinating and scheduling event arrangements with other A.S. areas, University departments, and contract services as needed.
Ensuring customer requests for digital signage event publicity in the Student Union are scheduled.
Coordinating with special parking services for clients when events are held in the Student Union facilities.
Ensuring adherence to all campus and Student Union policies and procedures for proper facility and equipment use by staff and customers.
Making recommendations to supervisor on potential programming changes, needs and ideas to enhance the use of Student Union facilities and services.
Assisting others in department with special tasks as assigned.