POSITION: SR. EVENTS COORDINATOR JOB #16/48 (CLASSIFIED AS: ADMINISTRATIVE ANALYST/SPECIALIST II, EXEMPT) Full time position available on or after February 1, 2017 for Event Services.
ESSENTIAL DUTIES: This position is responsible for the day-to-day program oversight, under general direction of Director Event Services and Facility Rentals, of all 3rd party, internal and external events at California State University, Stanislaus. Event Services is a unique, self-supporting and revenue generating organizational unit that will handle all 3rd party, internal and external events. The incumbent independently analyzes, assesses and responds to requests from 3rd party and campus entities to use campus grounds and facilities for events. The senior events & scheduling position will be the lead in planning, developing and implementing marketing strategies and programs, interdepartmental communications and coordination, and oversee the management of events held on campus. The incumbent reviews, develops, and implements policies and procedures to better serve the various campus entities, assesses and evaluates the impact of recommendations from a strategic perspective and insures compliance with codes and ordinances. The events & scheduling position develops and is responsible for meeting long and short term goals and marketing strategies to further expand the university revenue and protect the current investment in the program. The incumbent provides scheduling guidance and overall planning input for scheduling 3rd party events, including daily responsibility for the campus 25Live reservation system and serves or chairs various campus event committees. Duties include but are not limited to: * Responsible for the development and day to day operation of the self-support portion of the Event Services Office. Serve as the primary contact person to provide event planning services for 3rd party outside, external and internal entities. * Develop and implement marketing strategies and programs. Develop long and short term goals and marketing strategies to further expand the university revenue and protect the current investment in the program. Research local competitors and continually create, develop and implement new marketing strategies. * The incumbent negotiates and executes rental contracts and is responsible for all aspects of rental events on campus. The incumbent coordinates and oversees the coordination of the university facility scheduling and service provider scheduling for the external customer, collects and distributes revenues to service providers, and protects the university assets by insuring that events comply with all university, state and federal codes, policies, and procedures. * Ensure that proper clearances are obtained for alcohol requests, temporary food permits, fundraising event approvals, posting, solicitation, amplification, and special event signs or banners. Review, determine and delegate event lead work to staff as needed. * Positively represent the University while meeting, greeting and assisting all segments of the community. * Ensure that all invoices/purchase requisitions are processed in accordance with reporting and timeline set forth by the Division. * Budget, track and control direct / indirect special event expenditure accounts to ensure proper accounting and to improve special event bottom-line profit margin. * Independently manage projects while working collaboratively to achieve results. Organize and manage the fiscal responsibilities of a revenue generating entity. * The goal is to provide a “one stop shop” for revenue producing event planning and management. * Attend and/or assign a designee to attend events. Provide service and attend to client’s needs to ensure efficient and proper usage of space and equipment and to ensure the University is producing excellent events and promoting an impeccable event image to guests to further increase our revenue opportunities. * May serve on committees that impact areas of Events (Ex. Dinning Services Oversight Committee) * Provide lead direction and train casual workers assisting or monitoring events. Maintain the training necessary to be delegated to certify casual workers for small vehicle (golf cart) operations. Track expirations dates and schedule recertification training as necessary. Responsible for day-to-day program oversight, under direction of Director Event Services and Facility Rentals. Identify problems, develops strategic solutions, and independently makes a decision to apply the solution. * Identify and assess safety issues and prevent liability risk to the university, including managing the campus insurance program for clients. * Research business competition, establish pricing, develop marketing strategies, and implement new ideas to expand customer base and revenue. * Solicit and generate sales from a customer base that includes individuals, corporations, non-profit organizations, and other potential revenue sources. * Create effective marketing literature (including web site development). Positively represent the University to customers, staff, faculty, alumni, corporations and other groups. * Exercise good judgment and discretion, while maintaining the security of confidential and sensitive information. * Develop & maintain partnerships with other University departments, customers, groups and auxiliaries. Develop and finalize agreements and contracts with customers and vendors. * Effectively identify, interpret, organize, and present information and ideas in written or presentation form and facilitate group discussions. * Oversight of the day to day administration of the 25Live Reservation software system. * Responsible for assisting with and overseeing troubleshooting and providing guidance to all campus and external users, working with software vendor, OIT, and policy team. * Responsible for software enhancements and upgrade implementations, working with OIT, vendor and campus constituents. * Coordinates with 25 Live/Event Coordinator for the 25Live web application, presentation and user interfaces. * Responsible for working with and training campus 25Live second level coordinators, campus users, internal and external users on the 25Live system, including updated detailed procedures on how to use the system * Oversee the daily analytics and responses to requests from 3rd party entities for use of campus grounds and facilities for 3rd party events: including coordinate facility selections, facility scheduling using the 25Live Master Calendar, 25Live Master calendar training and system contact person, estimate charges, prepare contracts, assess risk and secure insurance, collect fees, event design and decor, coordinate campus services, and manage logistics and vendors. * Responsible for administrative duties that include pre/post events meeting with clients, financial record keeping, data management, revenue disbursement, and providing analysis for budget development and approval. * Responsible for strategic planning, fiscal controls, producing event and budget reports, and delegating assignments to department assistants. * Work with campus departments to ensure understanding of and compliance with the Facilities Scheduling Procedures and Guidelines. Periodically review current policies and procedures and make recommendations for change when appropriate. Develop and maintain relationships with external vendors to ensure that event needs are met. * Serve as the prime contact for the program, specialty, and/or organizational unit and manage sensitive information and situations. Perform other duties or projects as assigned
MINIMUM QUALIFICATIONS: * A bachelor’s degree and/or equivalent training. * Minimum 5 years of experience in event planning and management. Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
PREFERRED QUALIFICATIONS: * Demonstrated experience in planning and executing events and conferences. * Work experience in special events and marketing. * Preference may be given for specific knowledge and training in event planning and coordination (e.g., Certified Special Event Planner). * Demonstrated experience in managing multiple events simultaneously at a multi-venue site. * Previous experience in management of the physical setup for major events. * Demonstrated computer skills including software implementation. * Working knowledge of the policies, principles and practices of CSU Stanislaus. * Working knowledge of 25Live scheduling software. * Related experience in development in higher education or comparable environment highly preferred. * Extensive knowledge of Microsoft Outlook, Word, and Excel, database applications. * Knowledge of components of planning events (e.g., ambiance, decor, equipment, personnel, regulations). * Knowledge of city, county, state and federal policies and ordinances pertaining to events. * Exceptional interpersonal skills, including strong listening and interpretive skills. Ability to work effectively with donors, alumni, faculty, administrators, clients, and students. * Exceptional verbal and written communication skills. * Demonstrated consultative skills in working with internal and external constituent groups.
SPECIALIZED KNOWLEDGE, SKILLS, AND ABILITIES: * General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. Knowledge of and ability to apply fundamental concepts. * Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. * Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. * Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures. * Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. * Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. * Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to make independent decisions and exercise sound judgment. * Ability to train others on new skills and procedures and provide lead work direction. * Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. * Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. * Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. * Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions. * Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups. * Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
SALARY RANGE: $4,693- $7,617 per month plus excellent paid benefits. The California State University offers a premium benefit package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.
POSITION IS OPEN UNTIL FILLED. APPLICATION SCREENING WILL BEGIN JANUARY 3, 2017. (Applications received after the screening date will be considered at the discretion of the university.)
APPLICATION PROCEDURE: Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees. To be considered, qualified candidates must submit a completed CSUS employment application (download electronic application at http://www.csustan.edu/hr/Employment_Opportunities/Staff/index.html), cover letter, and resumé to:
California State University, Stanislaus Human Resources Department Mary Stuart Rogers Educational Services Gateway Building, Suite 320 (3rd Floor) One University Circle Turlock, CA 95382 For questions, please contact: Ms. Constance Anderson (209) 667-3641
A background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: http://www.dol.gov/ofccp/regs/compliance/sec503/Voluntary_Self-Identification_of_Disability_CC-305_SD_Edit1.24.14.pdf.
THE INDIVIDUALS WHO APPEAR TO BE THE BEST QUALIFIED FOR THIS POSITION WILL BE CONTACTED BY TELEPHONE FOR AN INTERVIEW
THE ANNUAL CAMPUS SECURITY AND FIRE REPORT INCLUDES STATISTICS FOR THE PREVIOUS THREE YEARS CONCERNING REPORTED CRIMES THAT OCCURRED ON CAMPUS; IN CERTAIN OFF-CAMPUS BUILDINGS OR PROPERTY OWNED OR CONTROLLED BY STANISLAUS STATE; AND ON PUBLIC PROPERTY WITHIN, OR IMMEDIATELY ADJACENT TO AND ACCESSIBLE FROM THE CAMPUS. THE REPORT ALSO INCLUDES INSTITUTIONAL POLICIES CONCERNING CAMPUS SECURITY, SUCH AS ALCOHOL AND DRUG USE, CRIME PREVENTION, THE REPORTING OF CRIMES, SEXUAL ASSAULT AND, CAMPUS FIRE STATISTICS. YOU CAN OBTAIN A COPY OF THIS REPORT AT: HTTPS://WWW.CSUSTAN.EDU/UPD/CRIME-STATISTICS. TO REQUEST A PRINTED COPY CALL: (209) 667-3572; FAX: (209) 667-3104; OR EMAIL: PUBLIC_SAFETY@CSUSTAN.EDU. INFORMATION REGARDING CAMPUS SECURITY REPORTS AT OTHER LOCATIONS CAN BE FOUND AT: HTTP://OPE.ED.GOV/SECURITY/. CLERY ACT: IN COMPLIANCE WITH THE JEANNE CLERY DISCLOSURE OF CAMPUS SECURITY POLICY AND CRIME STATISTICS ACT, CRIME REPORT STATISTICS ARE AVAILABLE AT: WWW.CSUSTAN.EDU/UPD/PAGES/CAMPUSCRIMESTATISTICS/INDEX.HTML.
THE UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE AGAINST PERSONS ON THE BASIS OF RACE, RELIGION, COLOR, ANCESTRY, AGE, DISABILITY, GENETIC INFORMATION, GENDER, GENDER IDENTITY, GENDER EXPRESSION, MARITAL STATUS, MEDICAL CONDITION, NATIONAL ORIGIN, SEX, SEXUAL ORIENTATION, COVERED VETERAN STATUS, OR ANY OTHER PROTECTED STATUS. ALL QUALIFIED INDIVIDUALS ARE ENCOURAGED TO APPLY. CSU STANISLAUS HIRES ONLY INDIVIDUALS LAWFULLY AUTHORIZED TO WORK IN THE UNITED STATES. 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.
INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
California State University, Stanislaus is an exceptional public university that, because of its student-friendly size and commitment to excellence, is able to offer all the benefits of a private education. CSU Stanislaus offers baccalaureate degrees in the liberal arts, sciences, business and education, as well as teaching credentials, master?s degree programs, and other professional studies. The... University is composed of the College of the Arts, College of Business Administration, College of Education, College of Human and Health Sciences, College of Humanities and Social Sciences, and the College of Natural Sciences. Additional course offerings developed specifically for learners seeking professional or personal development are available through University Extended Education. CSU Stanislaus continues to emphasize quality and excellence in education and to respond to the needs of its diverse student population. Through a strong commitment to diversity and educational equity, CSU Stanislaus helps all students reach their full potential.California State University, Stanislaus is an exceptional public university that, because of its student-friendly size and commitment to excellence, is able to offer all the benefits of a private education. CSU Stanislaus offers baccalaureate degrees in the liberal arts, sciences, business and education, as well as teaching credentials, master?s degree programs, and other professional studies. The University is composed of the College of the Arts, College of Business Administration, College of Education, College of Human and Health Sciences, College of Humanities and Social Sciences, and the College of Natural Sciences. Additional course offerings developed specifically for learners seeking professional or personal development are available through University Extended Education. CSU Stanislaus continues to emphasize quality and excellence in education and to respond to the needs of its diverse student population. Through a strong commitment to diversity and educational equity, CSU Stanislaus helps all students reach their full potential.California State University, Stanislaus is an exceptional public university that, because of its student-friendly size and commitment to excellence, is able to offer all the benefits of a private education. CSU Stanislaus offers baccalaureate degrees in the liberal arts, sciences, business and education, as well as teaching credentials, master?s degree programs, and other professional studies. The University is composed of the College of the Arts, College of Business Administration, College of Education, College of Human and Health Sciences, College of Humanities and Social Sciences, and the College of Natural Sciences. Additional course offerings developed specifically for learners seeking professional or personal development are available through University Extended Education. CSU Stanislaus continues to emphasize quality and excellence in education and to respond to the needs of its diverse student population. Through a strong commitment to diversity and educational equity, CSU Stanislaus helps all students reach their full potential.