Under the supervision of the Aztec Student Union Assistant Director of Operations, the Aztec Student Union Operations Coordinator is responsible for the logistical planning, coordination and execution of furniture, equipment, and staffing for meetings and events in the Aztec Student Union and Scripps Cottage. Ensures all operations and services are executed in accordance with high customer service standards. Responsibilities include: front-line customer service, safety and security, crowd control management, emergency response, and communicating Student Union and campus policies to customers and guests. Additionally, this position supervises full-time Operations Supervisor and part-time student staff. to deliver a high level of customer service with an emphasis on student learning and employee growth. Coordinates a variety of campus and contract services. Coordinates the emergency and safety programs for the operations area.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages and provides on-site facility and event supervision
Schedules appropriate levels of staffing to ensure all meetings and events within all Aztec Student Union facilities are produced and executed in a high-quality and safe manner
Ensures compliance with Student Union and university policies and procedures
Ensures accurate communication, scheduling and coordination between all staff and contracted services in collaboration with the Aztec Student Union scheduling team
Meets with customers and makes recommendations including program equipment and staffing
Ensures accurate input and record-keeping for all reservations transactions
Ensures program equipment and staffing information is kept accurate in the EMS database
Monitors all event dates and ensures that needs of Aztec Student Union customers are met, and scheduling overlaps do not occur, in collaboration with Event Planners
Ensures adequate set-up and strike times are established for all meeting and special events
Formulates security and event staffing plans
Conducts pre-event briefings with all event staff and contract services to ensure all safeguards and practices communicated for effective event and crowd control management
Meets with customers and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory
Coordinates and schedules contract services including furniture and equipment rentals, custodial services, security and all event-related services
Assists in providing audio visual services in coordination with, or in the absence of, the Technical Services Coordinator and Technical Services Supervisor
Ensures the safety and security of all Student Union building occupants, customers and guests. Provides immediate response to situations, and communicates appropriately with SDSU Public Safety and informs supervisor. Formulates and submits written incident reports immediately after situations occur
Formulates security and event staffing plans and consults with the Viejas Arena Events Supervisors for review and recommendation prior to submitting plans to SDSU Public Safety
Ensures room configurations in the EMS database are kept current, including the creation, storage and maintenance of diagrams
Conducts regular and frequent inspections of facilities and immediately addresses discrepancies with cleanliness, overall maintenance, and safety concerns. Reports discrepancies to Facilities and/or submits work orders. Areas include but not limited to:
Ensuring meeting and event spaces are properly set according to reservation requirements
Ensuring furniture in public use areas (outdoor, lounge, and other common areas) are always properly set, clean, and maintained
Restrooms are clean, maintained and supplies stocked
Ensuring all storage rooms are maintained properly
Ensures appropriate planned and preventative maintenance programs are designed, budgeted, and conducted for all meeting and event spaces, furniture, program equipment and audio visual equipment
Coordinates with facilities to ensure that all repairs are handled in the appropriate manner in order to minimize impact on facility use. Monitors the progress of work orders to ensure completion
Maintains and performs basic repairs of all program equipment including scheduling repairs through contracted services
Assists facilities in performing various duties as needed to maintain standards of maintenance and appearance
Minimum and Preferred Requirements
Four year degree from an accredited college or university required, or equivalent combination of education and experience
Two years minimum experience in the college student union field, related higher education areas, or in the meeting, hospitality, and special events industry relevant to this position required
Two years minimum experience in the production and execution of meetings, conferences and special events including hands-in experience with furniture, staging and equipment placement, production, and inventory control required. Experience with various types of industry standard room configurations and with audiovisual equipment required
Two years minimum experience hiring, training and supervising staff in a high-volume customer-service environment required. Experience supervising and working directly with students preferred
Experience with basic fire and life safety policies and emergency evacuation procedures for meeting and event planning and crowd control management required
Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System - Enterprise Version (EMS) and Meeting Matrix preferred
Experience with the needs and requirements of patrons with disabilities and experience with ADA guidelines required
Experience working with caterers, productions companies, and a variety of contracted services preferred
Experience with basic meeting room audio visual equipment required. Knowledge and experience in professional quality audio visual equipment including concert sound, lighting and multi-media required
Licenses & Certificate Requirements:
CPR, First Aid, and AED certification required (certifications may be obtained within first month of employment)
Anti-Harassment Training for Supervisors
Data Security & Privacy
Must professionally represent the Aztec Student Union, Associated Students and San Diego State University at all times
Commitment to values of diversity, multiculturalism and higher education
Commitment to sustainable practices in accordance with the facility's LEED Platinum Certification and LEED Existing Building Maintenance and Operations (EBOM)
KNOWLEDGE, SKILLS & ABILITIES
Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
Ability to operate personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
Ability to gather and organize data, draw logical conclusions and discern implications
Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
Must be self-motivated, self-starter and perform with minimal direction and supervision
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times
Must be able to facilitate meetings, trainings, and orientations in a professional manner
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
Strong ability to lead and motivate full-time career and part-time student employees
Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting
Ability to interpret and communicate policies and procedures
Ability to adapt to and work in an environment of constant change, growth and frequent interruptions
Starting range: $25.96 - to $27.88 per hour
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule is required.
WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work conditions may vary depending upon the location of programs; programs may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working indoors, the lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks.
This position may also call for occasional business-related driving. A valid California Drivers' License and proof of automobile insurance is required.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to standard range.
Depending on meeting and event requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 50 pounds (unassisted) and 75 pounds (with assistance), and using ladders and high scissor lifts.
Inside the Organization
Reports to the Aztec Student Union Assistant Director of Operations
Reports to the Aztec Student Union Assistant Director of Event Services in the absence of immediate supervisor.
Coordinates and works closely with the Aztec Student Union Assistant Director of Event Services, Event Planners and Technical Services Coordinator and Aztec Student Union Assistant Director of Facilities
Operations Supervisor (Full-Time)
Operations Leads (10-12 Part-Time)
Assists in supervising the University Information Center in the absence of the Aztec Student Union Operations Supervisor.
Works with various A.S. Boards and Committees as assigned
Outside the Organization
Communicates and ensures proper scheduling and approval for program-related activities and services through departments including but not limited to: SDSU Environmental Health & Safety, University Police Department, SDSU Facilities Services, California State Fire Marshal, SDSU Business & Financial Affairs, SDSU Student Affairs & Campus Diversity and Aztec Shops
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.
Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education.Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU."In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.