Conference & Events Coordinator (Administrative Analyst/Specialist, Exempt I) - Housing, Dining & Conference Services

Working Title

Conference & Events Coordinator

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 titleix.sfsu.edu for more information on SF State's 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 (415) 338-2032 or emailing [email protected].
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 University's 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 (HDCS)

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

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

Anticipated Hiring Range

$4,590.00 - $5,100.00 Per Month ($55,080.00 - $61,200.00 Annually)

Salary is commensurate with experience.

Position Summary

Working in a team environment and led by the Conference & Event Management Specialist, it is the primary responsibility of the Conference & Event Coordinator to plan, promote, administer & organize the business for Conference & Event Services (CES) department and the division of Housing, Dining, & Conference Services (HDCS). All work and responsibilities entail ensuring that contractual obligations are met and superior customer service is provided while striving to meet financial goals

Position Information

ADMINISTRATIVE

• Administer the day-to-day operations of the summer conference program, guest suite program, external events hosted at SF State, and film permitting. Monitor all in-house activities related to events, maintaining close contact with clients and facility and service staff to ensure the success of all CES programs.
• Ensure that the State of California, CSU, and University fire, liability and alcohol regulations are met for each event contracted by CES. Collaborate with University Police, Residential Life, Risk Management and other as appropriate to maintain adherence to applicable policies and procedures, including care of minors, security, crowd control and alcohol policies.
• Analyze, evaluate, develop and implement procedures and solutions to improve CES programs. Participate in and keep abreast of professional organizations relevant to event planning in order to increase knowledge and professional development.
• Liaison with campus partners including Facilities Services, Information Technology Services, Residence Life, Employee & Family Housing, and Dining Services to ensure contract adherence.
• Provide additional support to other campus departments in the planning and execution of large-scale campus events including, but not limited to: graduations, Commencement, move-ins and move-outs, etc.
• Work with HDCS’ Financial Services department to ensure proper and timely invoicing of CES clients.            

CUSTOMER SERVICE

• Screen inquiries related to the various CES programs from both the campus community and external clients.
• Track and coordinate clients, contacts, and service needs using all available database software utilized by CES (Conference Programmer, StarRez, EMS, etc.).
• Liaison with various campus-wide service partners on the logistical needs, including technical and lead support, AV needs, facilities support etc. of upcoming summer conference groups, guest suite clients, and campus events.
• Provide information to clients in relation to rates and policies and procedures of various services provided by CES.
• Conduct walkthroughs of the residential community housing accommodations, dining services, and all requisite event spaces.
• Create tools to solicit external clients and service partner feedback and recommend service changes or  enhancements based on feedback provided.

LEAD & TRAIN

• Assist with the development of training for conference interns and student assistants.
• Train and lead interns and student assistant staff.
• Provide guidance in resolving issues.
• Assist with training and evaluation of support staff, particularly during the summer conference program. Ensure training is compatible with policies and procedures in place for Residential Life student staff, as directed.

Other duties as assigned.

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable
  to the program and/or administrative specialty to develop conclusions and make recommendations.
• 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.
• 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 anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

• Bachelor’s degree from an accredited University
• Four years’ experience in conference and event services or summer conference programs, including logistics and execution.
• Four years’ experience supervising staff and/or working directly with students in a campus setting
• Supervisorial customer service experience.
• Demonstrated ability to train and mentor staff.

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 Life's 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 University's commitment to attract, motivate and retain our employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected] .

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.
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

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.