Work Schedule:Monday - Friday. 8AM - 5PM (This position will be required to work early mornings, late evenings and weekends as needed)
First Review Deadline: Applications will be reviewed beginning June 8, 2018.
Current employees will be given preferred consideration.
THE DIVISION AND ORGANIZATION
The Office of Special Events and Guest Services works collaboratively to plan and produce high-profile elite events and functions that involve campus and community partners ensuring that the highest of standards are reflected in the planning and presentation of events. In addition, the office serves as a gateway for internal and external communities in identifying, scheduling and the billing of appropriate campus venues for the lease and use of facilities. In this area, the office serves as a one-stop service in working with internal and external groups to ensure a seamless and trouble-free experience. The Office of Special Events and Guest Services also manage all aspects of the James & Aerianthi Coussoulis Arena, a multi-purpose arena.
DUTIES AND RESPONSIBILITIES
Under the general supervision of the Director of Special Events and Guest Services, the Senior Events Specialist will be responsible for assisting with the planning and coordinating commencement ceremonies and general oversight of events. Duties include scheduling meetings, working with on- and off-campus vendors.
The incumbent will work with the Registrar, IT, Parking, Facilities, and many other on-campus offices to facilitate events.
Independently provides project leadership requiring the skills and abilities necessary to research, develop, plan, implement, review and analyze simple to complex events.
Represents the university and/or the department in a positive light to internal and external constituents and uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive knowledge of commencement procedures, volunteer training, external production rentals and other client and university needs.
Addresses events management challenges using reasoning, interpretation, and application of theories and principles to recommend the wisest course of action. Also employs problem-solving skills to meet client needs by developing innovative solutions to problems that can occur without warning.
Incumbent must be able to quickly assess situations, take appropriate action and assume the responsibility for the outcomes. Is accountable for overall event performance including the execution of commencement and other events resulting in client satisfaction.
Provides exemplary customer service and has specialized knowledge of production, vendors, support services, scheduling procedures, and appropriate facility usage to effectively satisfy client needs.
Provides guidance to the Event Specialists in the scheduling, planning and execution of events. Also oversees equipment training, inventories, vendors and coordinates with on-campus service providers. May work closely with academic departments and / or off campus VIPs, clients and officials.
Ensures that all events managed are input into EMS and sends notifications to the appropriate parties.
Reviews events, records and interprets feedback for future improvements. Makes policy change recommendations backed by appropriate data. Writes, collects, and analyzes event attendee surveys to evaluate public perception of university service levels. Also collects client feedback and resolves any follow up issues necessary.
Responsible for monitoring events that are entered into EMS, keeping calendars, booking on-campus services, and providing information to potential clients including quotes, diagrams, facility tours and familiarization meetings.
Responsible for managing costs and meeting revenue goals for events. Must record fiscal results on profit and loss forms and needs to follow up on billings, payables, receivables and the collection of insurance and other essential documents.
May visit off-campus sites to coordinate event details.
May make presentations to on- and off-campus constituencies including informational instruction, sales presentations, promotional pitches, requests for advertising and sponsorships, or for other departmental needs.
Responsible for tracking guest attendance through ticket sales, invitations, RSVPs and other databases.
May handle cash, check and credit card payments for rentals or ticket sales. Has the ability to perform all ticket sale functions including providing information to customers, performing the ticketing transaction and working with guests on special requests, complaints or other service related issues.
Accountable for events managed and assigned areas of expertise that contribute to overall team goals and the departmental mission.
Manages all marketing and on-line communication with students who are eligible to graduate. Handles all information dissemination and marketing for special events and ceremonial occasions including on-line invitations, RSVPs, and website management. Provides content for website, public relations materials, event outlines, and may assist with speech writing. Generates marketing materials as needed including press releases, on-line communications, social media, mailers, advertisements, posters and flyers, marquee announcements and other necessary communications.
Handles student and guest inquiries regarding commencement and resolves issues and customer service challenges.
Provides supervision, instruction and direction to students, volunteers, staff, vendors, and/or other events personnel to ensure compliance with policies and procedures. Contributes to training manuals and videos through written, verbal, and videotaped instructional recordings that are uploaded to the Internet.
Completes other duties as assigned.
Education & Experience:
Applicants must possess the equivalent to an undergraduate degree from a four-year college and/or equivalent training and administrative work experience. Applicants must possess the equivalent to 3-5 years of progressively responsible professional work experience coordinating events on a university campus. Applicants must be able to work with a highly diverse population including off campus clients such as: donors, non-profits, commercial programs, community members and the ability to work cooperatively with on-campus individuals including students, clubs, organizations, staff, faculty and administrators. Applicants must possess investigative and analytical skills to resolve problems with broad administrative impact and implications. Applicant should also have the ability to anticipate problems and address them proactively. Applicant must possess strong written and oral communication skills, along with excellent interpersonal skills. Applicants must have strong computer skills including on-line abilities. Experience using EMS, People Soft and Social Tables (or similar events scheduling and other software programs) is preferred. Applicants must have experience guiding a set-up/teardown crews. A general knowledge of event practices is required. CA Drivers License: Some driving to off site locations is a requirement of this position.
Must be able to lift, lower, push, and pull loads ranging in weight from 5-60 lbs.; must be able to carry loads ranging from 20-50 lbs. for distances up to 20 feet; must be capable of kneeling, reaching overhead, climbing stairs and ladders, walking, twisting, stooping, and bending; depending upon the project, employee may spend 20-50% of day sitting, 20-50% of day standing, 20-50% of day walking.
A working knowledge of regulations pertaining to events assigned including familiarization with requirements of the Fire Marshal, Health and Safety, Liquor licensing and other regulatory agencies is preferred.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `general 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.
California State University, San Bernardino 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.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.