Events Planner

The Conrad Prebys Aztec Student Union at San Diego State University is a vibrant and dynamic facility dedicated to enhancing student life through a wide array of programs and services. Serving as a hub for student engagement, the Student Union provides diverse meeting and event spaces that cater to various campus organizations, university departments, and external groups. It fosters a collaborative environment that supports educational, cultural, and recreational activities designed to enrich the campus experience. The Associated Students department manages the Student Union, ensuring top-tier service standards, safety, and operational excellence. Its commitment to diversity, multiculturalism, and higher education is integral to its mission, aligning with the broader values of San Diego State University.

This full-time position, classified as hourly and non-exempt, offers compensation ranging from $24.67 to $26.00 per hour. Reporting to the Aztec Student Union Events Coordinator, the Conrad Prebys Aztec Student Union Events Planner plays a pivotal role in the seamless coordination and execution of meetings and events held within the Student Union facilities. The primary responsibility of this role encompasses scheduling facility reservations, preparing room diagrams using specialized software, coordinating audiovisual and special event services, and staffing events to meet client needs effectively.

The role demands a proactive approach to customer service by advising clients on facility use, resolving scheduling conflicts in collaboration with supervisors, and maintaining accurate data within the Event Management System (EMS) and Social Tables software. The planner ensures compliance with all university and departmental policies, including safety and fire regulations, often liaising with Environmental Health & Safety and the California State Fire Marshal to secure necessary approvals for room configurations and event setups.

Additionally, the planner is tasked with managing comprehensive event documentation such as reservation agreements, proof of payment, event applications, and liability insurance forms. On-site supervision during events is also a critical aspect of this role to ensure that all logistical arrangements, facility usage, and staffing meet established standards. Coordination with various campus departments, auxiliary services like custodial and parking, and contracted vendors is central to ensuring event success.

The position requires someone who is highly organized, communicative, and capable of working under pressure in a dynamic and sometimes fast-changing campus environment. The planner will provide leadership and mentorship to student assistants involved in reservations and event services, embodying a commitment to inclusivity, diversity, and student engagement. A valid California driver's license and proof of automobile insurance are mandatory due to occasional business-related driving requirements.

Working conditions for this role include both indoor office settings and outdoor event environments, where exposure to weather elements may occur. The position requires physical stamina to stand and walk for extended periods and occasionally lift or carry up to 25 pounds. Safety awareness and adherence to university regulations are paramount, as is the ability to represent the Associated Students and San Diego State University professionally at all times.

Overall, this role is ideal for candidates passionate about event planning, student life facilitation, and collaborative teamwork in a higher education setting, providing an opportunity to contribute significantly to the campus community's vibrancy and success.