Work Schedule: Monday - Friday. 8:00 am - 5:00 pm (This position will be required to work early mornings, late evenings and weekends as needed)
First Review Deadline: Applications will be reviewed beginning August 28, 2018.
Under the general supervision of the Director, the Events Specialist will manage events and will coordinate with on and off campus clients and vendors. A more detailed job description is listed below:
Independently provides project leadership that contributes to the completion of complex events. Uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive and specialized knowledge of production equipment, crew training, external production rentals and other client needs. Must address events management problems using reasoning, interpretation, and application of theories and principles to recommend the wisest course of action. Employs problem- solving skills to meet client needs by developing innovative solutions. Takes responsibility for outcomes. Is accountable for overall performance and the execution of events. Oversees event set-ups, equipment training, inventories and develops delivery schedules. Utilizes 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 event policies and procedures. Provides exemplary customer service and has specialized knowledge of production, vendors, support services, scheduling procedures, and appropriate facility usage to effectively satisfy client 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. Must be able to quickly assess situations, take appropriate action and assume the responsibility for the outcomes. Is accountable for overall event and client satisfaction.
Oversees event set-ups and supervises events set up personnel or provides event services at the direction of other Event Specialists or Managers.
Creates event quotes, contracts, timelines, diagrams, and handles facility tours and familiarization meetings with clients and support services.
Possesses 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.
May write and / or review event scripts, programs or other communications.
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.
Ensures that all events managed are input into the computer system (currently EMS) and recorded on the Master Calendar with notifications to the proper parties. 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.
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.
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.
Accountable for events managed and assigned areas of expertise that contribute to overall team goals and the departmental mission.
Provides expertise in technical production including sound and lighting as well as video. Is capable of operating a computerized lighting board and developing lighting plots, stage plots and diagrams when needed. Is able to program and design a simple show using par-cans, Intels and special effects. Understands the intricacies of production equipment including the Hog and is able to suggest vendors and to serve as a liaison between the university and those vendors.
Develops materials and provides hands-on training for student staff who are interested in entering the events management or technical production field. The Specialist will recruit, hire and train students to manage events and to relate appropriate academic coursework to the "real world" experience of working on live shows and programs. The Specialist will provide instruction that complements academic course content in an actual situation that will assist with developing leadership, management, technical, and organizational skills applicable in the workplace.
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. Writes, develops, and adds to training manuals as needed to keep them up-to-date.
Handles marketing materials as needed including press releases, on-line communications, social media, mailers, advertisements, posters and flyers, marquee announcements and other necessary communications. Provides content for the website and public relations materials and is responsible for managing the graphic design process and dissemination of the materials in a timely manner.
Provides expertise in technical production including sound and lighting as well as video. Is capable of operating a computerized lighting board and developing lighting plots, stage plots and diagrams when needed. Able to program and design a simple show using par-cans, Intels and special effects. Understands the intricacies of production equipment including the Hog and is able to suggest vendors and to serve as a liaison between the university and those vendors.
Other duties as assigned.
Applicants must posses the equivalent to an undergraduate degree from a four-year college or university, along with a Master's degree (preferred).
Applicants must possess the equivalent to 2 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, Ad Astra, People Soft and Social Tables (or similar events scheduling and other software programs) is preferred.
Applicants must have experience working on a production crew operating sound and lighting equipment along with the ability to provide technical oversight including how to run a lighting board.
Must also understand how to work with truss, par-cans, spotlights, gels, fog, special effects and LED lighting.
Applicants must have strong organizational skills and exemplary customer service.
A general knowledge of event practices is required.
Applicants must be able to work weekends and evenings.
Some driving to off site locations is a requirement of this position. CA Driver License Required.
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 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 `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.
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.