Event Services Manager (SMSU)

California State University, San Bernardino

Job Details

Job No: 542862

Work type: Auxiliary

Categories: At-Will, Full Time, Student Services

Santos Manuel Student Union

Hiring Range: $67,346 - $79,000

Target Start Date: October 28, 2024

Employment Status: At Will Employee, Benefits Eligible, Santos Manuel Student Union

Location: California State University, San Bernardino

Hours per week: 40 Hours (Exempt)

About Santos Manuel Student Union at CSUSB

The Santos Manuel Student Union (SMSU), through its programs and facilities, is a focal point of the campus where students, faculty, staff, administration, alumni, and guests develop an enduring connection to the university. As a campus social hub, the SMSU assists in the retention and development of students, while encouraging a deeper understanding and appreciation of cultural pluralism, gender equity, and ethnic diversity.

Employment Summary

Full-Time, exempt position.

Work Schedule

This is a regular, full-time, salaried position. Willingness to work a flexible schedule as necessary in order to respond to emergency/urgent situations is required. This may include working extended hours, evenings, weekends, and some holidays.

General Purpose

Reporting to the Associate Director of Operations for the Santos Manuel Student Union (SMSU), the Event Services Manager oversees all aspects of SMSU event production, including reservations, event setup, and audio-visual services. The manager is also responsible for leading a team, optimizing facility utilization, and ensuring seamless coordination across multiple departments to deliver successful events. Frequent on-site and remote late-night weekend hours required.

Essential Duties and Responsibilities

• Responsible for all aspects of SMSU Scheduling Services including: meeting with off-campus and on-campus organizers of events; identifying their needs; completing, filing and appropriately routing all paperwork and necessary notifications; supervising the scheduling process, event setup including audio-visual, and all communications necessary to maintain a high level of customer support resulting in successful event outcomes.
• Serves as primary client representative for in-house, on- and off-campus contacts and assists with on-campus and off-campus marketing initiatives.
• Supports the associate director with fiscal management for scheduling including preparing the annual budget, reviewing and approving quarterly budget requests, and monitoring the Scheduling budget.
• Utilizes critical thinking skills to assess and allocate room assignments, ensuring optimal facility utilization by balancing space needs, event requirements, and operational efficiency. Continuously evaluates room availability and adjusts assignments to maximize capacity, reduce scheduling conflicts, and enhance the overall effectiveness of facility operations.
• Maintain a high level of customer service by actively engaging with clients, addressing their needs promptly, and ensuring clear and productive communication to deliver optimal solutions and enhance overall customer satisfaction.
• Communicates and coordinates operations and event arrangements. Serves as main contact with CSUSB Office of Special Events. Develops and distributes weekly master calendar, quarterly statistical information, and monthly billing data. Provides input related to SMSU Scheduling and Facilities Use Policies.
• Enters event data into the EMS system and manages the flow of paperwork to ensure effective communication and support for all events.
• Coordinates and schedules off-campus vendors in compliance with the SMSU Vendor policy.

Supervisory Responsibilities

Manages the Audio-Visual Specialist, and Scheduling student assistant staff. Indirectly supervises audio-visual and event operations student assistant staff. Provides a developmental work environment, with appropriately differentiated supervisory and task levels for Lead Student Assistants. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's degree (B. A.) or equivalent in a related program is required; 1 - 2 years of event production required; 1 - 2 years of experience working with students preferred. Demonstrated strong interpersonal communication skills, with the ability to solve problems efficiently and manage time effectively in a fast-paced event-driven environment.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization. Ability to use word processing and spreadsheet software and other related software.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Demonstrated knowledge of financial management, including billing processes, pricing strategies, and the ability to analyze and optimize return on investment (ROI).

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, and diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have advanced knowledge of MS Office, including Excel, Word, PowerPoint, and Outlook. Working administrative knowledge of EMS Scheduling Software, 7Point Ops preferred and Social Tables, or other diagramming software preferred.

Certifications Licenses & Registrations

First Aid and CPR/AED certification required (certifications must be obtained within the first month of employment). Associate in Project Management Certification, or similar certification, must be obtained within the first year of employment.

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment

The 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. The noise level in the work environment is usually moderate. While working indoors, the lighting and temperature are adequate. Work conditions may vary depending upon the location of job tasks required; may occur indoors and outdoors, therefore requiring exposure to a variety of elements.

Benefits Include

• Medical, Dental, Vision, Flex Cash option
• CalPERS Retirement
• CalPers 457
• Group Term Life/ Accidental Death & Dismemberment (AD&D)
• Holidays & Personal Holiday
• Vacation and Sick pay accruals
• Educational Assistance Benefit is based on availability of funding.
• Workers' Compensation
• Unemployment Insurance
• State Disability Insurance