Event Services Coordinator- (Administrative Analyst Specialist Exempt I) - HDCS Conference Services
Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Range $55,404.00 - $58,800.00
Work Schedule
Standard Hours
Flexible
Weekend Shifts
Night Shifts
Benefits
Medical
Dental
Vision
pension
401k
Healthcare Savings Account
Life insurance
Disability insurance
vacation
sick leave
State holidays
Fee waiver program
Job Description
San Francisco State University, located in the vibrant urban setting of San Francisco, California, is a renowned public university committed to providing quality education and fostering an inclusive environment for its diverse community. As part of the California State University system, San Francisco State offers a wide range of academic programs and services aimed at supporting student success and community engagement. The university prioritizes equality, non-discrimination, and accessibility, ensuring an accommodating workplace for all employees, including those with disabilities.
Within the university, the Housing, Dining & Conference Services department plays a pivotal role in managing campus facilities and supportin... Show More
Within the university, the Housing, Dining & Conference Services department plays a pivotal role in managing campus facilities and supportin... Show More
Job Requirements
- Bachelor's degree or equivalent training and administrative experience
- Four years' experience in conference and event services including logistics and execution
- Four years' experience leading staff
- Experience in customer service within hospitality-related environments
- Ability to train and mentor staff
- Ability to troubleshoot complex client problems in a fast-paced environment
- Working knowledge of Microsoft Office
- Experience with EMS or event management software
- Basic knowledge of AV equipment
- Valid California driver's license
- Must comply with mandated reporter requirements
- Ability to work flexible hours including nights and weekends
- Ability to lift and carry equipment
- Successful completion of background check
- Eligibility to work in the United States
Job Qualifications
- Bachelor's degree or equivalent training and administrative work experience involving study, analysis, and evaluation
- General knowledge of public administration principles, practices, and methods
- Ability to interpret, organize, and present information effectively
- Skill in researching, developing, and evaluating policies and programs
- Expertise in problem investigation and proactive resolution
- Demonstrated leadership ability and training experience
- Experience in conference and event services
- Experience leading staff
- Customer service experience in hospitality environments
- Proficiency with Microsoft Office
- Experience with EMS or other event management software
- Basic understanding of AV equipment related to event services
- Experience working with diverse populations
Job Duties
- Develop and manage relationships with internal and external university clients
- Develop and maintain excellent client relations while managing event details
- Liaison with vendors and ensure appropriate liability insurance
- Serve as primary point of contact for events and provide client updates
- Responsible for vendor management and client contract negotiations
- Oversee event reservations, planning, facilities coordination, technology management, insurance standards, and documentation
- Communicate with university entities to coordinate event logistics and approvals
- Develop and implement procedures to improve the Event Services Associates program
- Ensure enforcement of facility rules, regulations, and policies
- Conduct walkthroughs of rental spaces with clients and campus stakeholders
- Support the implementation and coordination of the scheduling system including training and data integrity
- Identify and implement sustainable practices in event production and procurement
- Create feedback tools and recommend service enhancements
- Evaluate insurance policies and maintain agreements for short-term rentals
- Prepare agreements and revenue reports
- Maintain electronic and paper records
- Produce and execute event plans from concept through execution
- Track, monitor and compile booking data
- Coordinate review of rental agreements for legal and liability compliance
- Ensure accurate billing and assist with collection of past due invoices
- Assist with marketing strategies and re-branding efforts
- Support program proposals with revenue and cost analysis
- Assist with campus-wide event planning training
- Negotiate vendor partner rates
- Lead and train student assistants including hiring, training, scheduling, and payroll support
- Provide training on Event Management System database
- Coordinate with Facilities Services on maintenance and inventory
- Ensure accurate rates for chargeable services in Event Management System
- Perform other duties as assigned
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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