Comparable: Administrative Support Coordinator I

Department: UCC Operations

Direct Supervisor: Event and Programs Manager

Hourly Rate: $21.40 - $31.18

Summary:

The Event Planner plays a vital role in ensuring the smooth operation and success of events and programs in the Titan Student Union. This position is responsible for managing all aspects of the event reservation process, from initial inquiries to post-event follow-up. The ideal candidate will be a highly organized and detail-oriented professional with exceptional customer service skills, strong event management expertise, and a commitment to providing exceptional service to all clients.

Essential Duties and Responsibilities:

Event Management:

• Process facility reservation requests from on-campus and off-campus clients; determine appropriate facility and service requirements; provide client with rental information, including facility use policies, procedures, and resources, facility and staffing costs, catering and alcohol procedures, parking information, and important deadlines. When appropriate, advise clients on other available campus resources that may be helpful for the reservation.
• Review and determine appropriate risk management steps for clients and their vendors. Work with clients as needed to meet ASI minimum risk management requirements.
• Ensure CSU standards regarding events with minors are properly enforced.
• Submit alcohol service requests on behalf of off-campus clients. Ensure campus clients are following procedures related to Presidential Directive 1 as it pertains to alcohol service at events.
• Review food and beverage plans for each event to ensure proper coordination with caterers approved to operate in the TSU.
• Utilize event-diagramming software to design meeting and event space equipment layouts based on client needs.
• Maintain strict adherence to safety regulation and attend safety meetings as scheduled.
• Perform other related duties as assigned by supervisor.
• Support ASI's DEI plan in all programming, services, and interactions

Program Management

• Manage art gallery space reservations, ensuring robust, diverse, and vibrant exhibits and programs are constantly on display.
• Manage the Student Art Show.
• Serve as primary liaison between the University Conference Center and ASI programming departments.

Fiscal Management:

• Assist the Events and Programs Manager with the preparation of the annual operating budget for the art galleries.
• Assign appropriate charges for events and process payments according to the University Conference Center and Business Activities Manual procedures.

Customer Service, Marketing and Outreach

• Attend to customer requests as appropriate. Respond to customer concerns and provide appropriate resolutions to unanticipated problems.
• Schedule and lead pre-event client walk-throughs in a timely manner to ensure excellent customer service and communication.
• Attend and monitor certain high-profile or complex reservations as necessary for delivery of excellent customer service, maintenance of positive public relations, or as directed by supervisor.
• Works with Communications, Marketing, and Design to promote Art Gallery scheduling.
• Support the day-to-day operations of the UCC to include supporting student staff as needed, answering phone calls, assisting clients with questions or concerns, and monitoring Titan Link submissions.

Supervisory Duties:

Directly Supervises:

• none

Minimum Education and Experience Requirements:

• Bachelor's degree from an accredited university is required.
• A minimum of 2-3 years of experience in event management, customer service, or a related field is required

Preferred Education and Experience Requirements:

• Experience working in a higher education setting is preferred.

Knowledge, Skills, and Abilities:

• Strong commitment to providing exceptional customer service and ensuring a positive experience for clients.
• Ability to build and maintain positive relationships with clients, colleagues, and supervisors.
• Excellent written and verbal communication skills to interact effectively with clients, colleagues, and supervisors. Ability to address customer concerns and provide solutions.
• Highly organized and detail-oriented to manage multiple reservations, deadlines, and tasks effectively.
• Skilled at identifying and resolving issues related to event reservations, client concerns, and unexpected situations.
• Ability to adapt to changing circumstances and handle unexpected situations during the event reservation process.
• Ability to collaborate effectively with internal departments (ASI Financial Services, Communications & Marketing), caterers, and external clients.
• Knowledge of principles and practices of event planning, logistics, and reservation management.
• Proficient in processing event reservations, determining facility needs, and coordinating event logistics.
• Proficiency in event scheduling and booking software, financial management software (if applicable), and basic computer literacy.
• Knowledge of facility use policies, procedures, and resources within the Titan Student Union
• Understanding of CSU standards regarding events with minors, alcohol service procedures (including Presidential Directive 1), and other relevant campus policies.
• Knowledge and good understanding of AV, lighting, and other event technology to ensure proper use and troubleshoot any issues.
• Familiarity with event-diagramming software for space layout design.
• Basic understanding of financial processes for event payments and budgeting.
• Understanding of safety regulations applicable to events and facilities.
• Ability to make sound decisions regarding event space allocation, client requests, and problem resolution.

Core Competencies:

• Event Management
• Client Service & Communication
• Project Management & Organization
• Marketing & Outreach
• Safety Regulations & Compliance
• Logistics & Operations Management
• Effective Communication
• Client Relationship Management
• Risk Management
• Problem-Solving & Decision-Making

Additional Requirements:

Work Environment:

• Work is primarily performed in an indoor office setting with extended computer use.
• Interaction with a wide range of stakeholders.
• Participation in off-campus or after-hours events, meetings, or retreats may be required.

Typical Physical and Mental Requirements:

• Sitting and standing for extended periods: The role involves significant computer work and meetings, requiring sustained sitting or standing.
• Walking and climbing stairs: Moving around the campus, attending events, and potentially using stairs regularly.
• Lifting and carrying moderate weight: This could include lifting and carrying materials for presentations, events, or production activities no more than 30lbs.
• Dexterity and fine motor skills: Operating computer equipment, handling small objects, and performing tasks requiring hand-eye coordination.
• Visual and auditory acuity: Effective communication and interaction in various settings require good vision and hearing.

• We are committed to working with qualified individuals with disabilities to identify and implement reasonable accommodation that would allow them to perform the essential functions of the job. If you have a disability and require accommodation to perform the essential functions of this job, please notify the hiring manager during the application process or upon accepting an offer of employment.

Special Requirements

• Employment will be contingent on a satisfactory employment history and criminal background investigation.
• May be required to drive occasionally as needed. Valid driver's license and current auto insurance must be on file at all times and must meet CSURMA driving standards.

• Required to be a Mandatory Reporter and sign ASI Mandatory Reporter Form.

The Associated Students Inc., CSUF is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information or any other status protected under federal, state, or local law.

Benefits:
Comprehensive Benefits Package
ASI is committed to providing a robust and comprehensive benefits package to support your best life, covering health, time off, financial security, and personal development.

• Time Off: Includes 14 paid holidays, up to 8 vacation days annually, and up to 12 sick leave days per year.
• Premium Health Coverage: Access to low- or no-cost medical insurance plans through CalPERS, along with Delta Dental and VSP Vision coverage.
• Financial & Life Security: Includes Life/AD&D/Long-Term Disability insurance and eligibility for a Health and Dependent Care Reimbursement Account (HCDRA).
• Retirement Planning: Enrollment in the CalPERS retirement plan, with the option to contribute to a supplemental 403(b) plan.
• Professional Development: Eligibility for Educational/Tuition Reimbursement after one year of employment.
• Wellness Perk: Free membership to the Student Recreation Center (including the gym, pool, and fitness classes) for all full-time ASI employees.
• Confidential Support: Access to the REACH Employee Assistance Program (EAP) for confidential counseling and support services.

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