Event Services Coordinator- (Event and Conference Planner II) HDCS Conference Services

Working Title

Event Services Coordinator

Positions Available

SF State University

San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF States policy prohibiting discrimination and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination Harassment and Retaliation Administrator by calling or emailing

San Francisco State is a 100% Smoke / Vapor-Free Campus. Smoking or Vaping of any tobacco / plant-based substance is not permitted on any University properties.

The person holding 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.

This position may be a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Housing Dining & Conference Services

Appointment Type

This is a one-year probationary appointment.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday-Friday 8 : 00 AM-5 : 00 PM

Anticipated Hiring Range

$4617.00 - $4900.00 per month ($55404.00-$58800.00 / year)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Conference and Event Services Manager the Event Services Coordinator is responsible for developing & managing relationships with internal and external clients who utilize university facilities. The Event Service Coordinator will meet the logistical needs of clients through collaboration with all necessary cross-campus departments. The individual will assist in the planning organizing and implementing of events within Event Services and functions in support of the overall mission and goals of SFSU. The Event Services Coordinator will anticipate problems and develop appropriate solutions by investigating analyzing and solving operational issues and complaints. This role will also include managing and maintaining accurate inventory control with Facilities Services University Police Enterprise Risk Management and labor chargeable services.

Position Information

CUSTOMER & EVENT MANAGEMENT

Develop and manage relationships with internal and external university clients who utilize San Francisco State Universitys facilities.

Develop and maintain excellent client relations while managing all details associated with each event.

Liaison with vendors and minimize risk by ensuring appropriate liability insurance for all event-related matters.

Primary point of contact for events and provide clients with updates as necessary for each event.

Responsible for vendor management and client contract negotiations for events.

Oversee event reservations event planning facilities coordination technology management insurance policy standards and documentation for all client events within Event Services.

Communicate with various University entities including but not limited to University Police Department Enterprise Risk Management and Capital Planning Design & Construction of upcoming events and clients logistical needs technical and supervisory support AV needs alcohol clearance approvals State Fire Marshall special event application approvals and facilities support.

Develop and implement procedures and solutions to improve the Event Services Associates program.

Provide information to clients in relation to campus rates policies and procedures of events camps and conferences by the Conference & Event Services area.

Ensure facility rules regulations and policies are enforced at all times while on campus grounds.

Conduct walkthrough of rental spaces with clients and campus stakeholders.

ADMINISTRATIVE

Support the Conference and Event Services Manager in the implementation and ongoing coordination of the centralized scheduling system (25Live) including system usage training support and data integrity. Assist in ensuring campus-wide adherence to scheduling protocols promoting consistent and effective use across academic and administration departments.

Identify and implement sustainable practices in all areas to include but not limited to event production procurement and use of various resources.

Create tools to solicit feedback from clients and campus stakeholders and recommend service charges or enhancements based on feedback provided.

Evaluate and review insurance policies; ensuring agreements for short-term rentals have proper documentation in relation to insurance payment and signed agreements.

Create and prepare various agreements and revenue reports related to short-term rentals.

Maintain and create electronic and paper records and files of each short-term rental agreements.

Provide strategic event planning skills while producing and executing basic event plans from concept through execution of each event.

Track monitor and compile data of client bookings and maintaining close contact with clients and service partners to ensure a successful event.

Coordinate with Enterprise Risk Management and Procurement to review and amend agreement verbiage to ensure rental agreements meet legal and liability standards.

Ensure proper billing to clients is accurate and assist in the collection of past due invoices.

MARKETING & SALES

Assist with developing effective marketing strategies including re-branding and web presence to maximize revenue for the university.

Assist with developing program proposals with revenue and cost analysis to plan revenue and business.

Assist with developing a campus-wide training for event planning on campus.

Assist with negotiating vendor partner rates for event services and equipment.

LEADING & TRAINING

Lead and coordinate student assistants which includes hire train and feedback of the student workforce.

Ensure training is compatible with policies and procedures set forth by SF State Administration & Finance and Student Affairs.

Assist with training evaluation and scheduling of student support.

Support student staff payroll.

Provide training to staff and community partners who use the Event Management System database.

INVENTORY CONTROL

Coordinate with the Facilities Services on the general maintenance and upkeep of facilities audio visual equipment and furniture inventories.

Ensure that appropriate rates for furniture equipment and all chargeable services are maintained in Event Management System database.

Other Duties as Assigned

Minimum Qualifications

• W orking knowledge and understanding of event and conference planning and management principles and current best practices.
• Demonstrates competence in independently applying judgment to resolve non-standard problems and issues. Includes interpretation of applicable regulations standards and guidelines.
• Strong analytical and organizational skills to plan organize prioritize and manage the successful

completion of events / conferences within time and budget constraints.

relationships and guide the development of appropriate communication and promotional

materials.

Experience and Education :

Bachelors degree in a related field and two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Preferred Qualifications

Four years experience in conference and event services including logistics and execution.

Four years experience leading staff.

Overseeing customer service experience in a hospitality-related environment.

Demonstrated ability to train and mentor staff.

Ability to troubleshoot complex and varied client related problems in a fast paced environment.

Thorough knowledge of Microsoft Office. Experience with EMS (Event Management System) or other event management software.

Basic understanding of AV equipment in relation to event services.

Demonstrated experience working with diverse populations.

Experience working with a diverse community.

Required License / Certification

Must have a valid California Drivers license and can be certified to drive on State business.

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 Revised July 21 2017 as a condition of employment.

Environmental / Physical / Special

The incumbent will work in a shared environment within the residential housing community on the main SF State campus. S / he will be required to lift and carry equipment tables chairs etc. for conference check-in and check-out event set-ups and other campus needs. Regular attendance and work week that sometimes needs to be flexible are required. This position may be required to work nights and / or weekends.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Lifes Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues students and the customers we serve.

We offer a competitive compensation package that includes Medical Dental Vision Pension 401k Healthcare Savings Account Life Insurance Disability Insurance Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program all geared towards the Universitys commitment to attract motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only

Eligible and qualified on-campus applicants currently in bargaining units 2 5 7 and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework all work is expected to be performed in the state of California and this position is assigned to on-campus operations.

CSU strongly encourages faculty staff and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found athttps : / / Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m. and can be reached at .

Please note that this position position requirements application deadline and / or any other component of this position is subject to change or cancellation at any time.

Required Experience :

IC

Key Skills

Sales Experience,Time Management,Marketing,Catering,Hotel Experience,Organizational skills,Hospitality Experience,Event Planning,Events Management,Eloqua,Event Marketing,negotiation

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 4617 - 4900