Event Specialist (Administrative Analyst/Specialist Non-Exempt) Sonoma State University
Job ID: 104579
Department Name Sales and Marketing
Salary and Benefits The anticipated salary placement for this position depends on qualifications, experience and salary budget, and will not exceed $3,334 a month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking theView Benefits Summary link or by request from SSU Human Resources.
Application Deadline This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on May 24, 2018. Please refer to the Application Process section of this posting for additional details.
Conditions of Employment This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to and under general supervision of the Associate Director, Conference and Event Services, the Event Specialist initiates, coordinates, and executes a variety of administrative and analytical tasks in support of new and existing Conference and Event Services accounts. The position requires a significant amount of customer contact and information coordination. Some of which include, writing agreements and contracts, maintaining account relationships and overseeing development, evaluation, and coordination of an event setup to arrival. This position requires data entry into the campus scheduling, conference and catering software as well various spreadsheets and forms. The incumbent is expected to help the organization reach its goals by recommending product and service enhancements, adhering to internal communication methods, following customer service standards and coordinating product and service delivery.
Major duties of the position include, but are not limited to, the following: - Acting as the liaison between internal and external service providers for campus departments and external groups in the planning, coordination, and execution of conferences, events, catering, and related use of campus facilities. - Acting as the University's representative and primary point of contact while working with external groups. - Planning and managing multiple simultaneous events with concurrent timelines and deadlines. - Serving as the on-going contact for customers requesting services and advises customers of options. - Working independently to assure that campus and external service providers are intimately aware of all details and plans necessary to execute all events and services. - Analyzing event information provided by the client and applying University policies and departmental procedures appropriate to the event. This requires in-depth knowledge of our campus policies including but not limited to sales and solicitation, time place manner, food service and sales, hospitality, central fund, etc. - Analyzing client budgets and create event and catering packages to meet available funding. Reviewing departmental budget requirements to ensure new projects meet budgetary needs. - Evaluating each event to determine if there is a need to acquire special permitting from campus and external organizations (i.e. Department of Alcoholic Beverage Control, State Fire Marshal's Office, University Police, etc.) and follow the proper procedures and deadlines required by these departments. - Researching specialized needs from each client and work across University departments to facilitate the implementation of any unique services required. - Entering data and schedules events into applicable software systems including but not limited to 25Live, Social Tables and Caterease. - Assuring that all clients are aware of, and agree to follow, University policies and procedures. - Fostering return business by analyzing past client feedback and successes though both direct communication and survey review. - Developing successful working relationships with service providers and appropriate contacts to ensure customer satisfaction. - Contributing to the development of University policies, departmental procedures, and event related guidelines. - Assisting in student assistant training, facilitating meetings and providing input on performance reviews. - Participating in the continual development and updating of departmental trainings. - Providing support to the Director of Sales and Marketing, the Associate Director, and/or other Entrepreneurial Activities staff on special projects.
Performs other secondary duties as assigned.
Duties take place mostly in an office setting located at Sonoma State University campus, with additional work performed outdoors in association with events. The normal work schedule is Monday through Friday aligned with regular campus hours. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator Overtime, evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.
This position requires, with or without reasonable accommodations, the ability to frequently sit, move or stand for office and/or event functions, be at a computer for 6-8 hours/day, occasionally reach with hands and arms, climb or balance, stoop and kneel and lift objects of up to 30 lbs in weight.
Qualifications Requires a bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Working knowledge and experience in event and conference coordination is preferred. Requires a minimum of intermediate computer proficiency and knowledge of standard Microsoft Office applications. Working knowledge of a variety of web based scheduling packages such as 25Live, Social Tables and Caterease is preferred.
Candidate must be a team player, possess great attention the detail, work in an organized manner, and must possess excellent written and oral communication skills, including a solid foundation in English grammar, spelling, punctuation. The Event Specialist must possess the ability to successfully coordinate all pieces of executing an event or conference agreement; effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents; listen carefully to questions, problems, opinions, and suggestions from others and respond effectively and appropriately; accept constructive feedback and work cooperatively in group situations; follow through on details and services provided to customers; demonstrate initiative; meet strict deadlines and work under pressure, maintain a positive attitude in the office; ability to organize and plan work and projects including handling multiple tasks with competing deadlines concurrently; clearly communicate details to appropriate service providers and contacts for necessary event services; working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them; ability to learn interpret and apply a wide variety of policies and procedures; identify and resolve a wide range of problems; ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; working knowledge of budget policies and procedures; track financial data, and complete simple projects; handle phone and public contact professionally; ability to make independent decisions and exercise sound judgment regarding questions and/or decisions where specific guidelines may not exist. Must also possess the ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties.
Qualification Note Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.
Physical Requirements Requires successful completion of a pre-placement physical exam.
Application Process Click the 'Apply now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters) 2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: This position may be 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 as a condition of employment.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apartment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.