Convention Industry Council - CIC
Aztec Student Union Assistant Director of Event Operations
Convention Industry Council - CIC, San Diego, California, United States, 92189
Starting Range:
$82,000 - $92,000 Annually
Priority consideration deadline:
Sunday, November 24, 2024.
GENERAL PURPOSE:
Under the direction of the Aztec Student Union Director, the Assistant Director of Event Operations is responsible for the leadership, direction, supervision, fiscal management, execution and evaluation of the Student Union front-of-house operations. This position provides leadership to ensure that all on-site event logistics are successfully executed at a high level and ensures the day-to-day operations of the Student Union are being performed at a high level. This position has a strong emphasis in communication, training, teamwork, leadership, customer service, logistical event planning and compliance codes, coordination, and troubleshooting. The Assistant Director of Operations supervises full-time Operations Coordinators (2), Operations Supervisor, and part-time student staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
Ensures users of the Student Union are provided a welcoming and safe environment with services, furniture, and equipment to meet the ever-changing needs of the SDSU community and with a high level of customer service.
Manages and provides on-site facility management, staff leadership and event supervision.
Manages the planning and execution of the conversions of meeting and event spaces, event logistics coordination, code compliance and contracted services.
Serves as manager on duty for events as needed by meeting with clients and ensuring the facility and event logistics exceed expectations.
Ensures appropriate levels of staffing to perform the daily functions of the Student Union are carried out safely and successfully.
Ensures daily operational tasks are completed according to established guidelines for opening and closing procedures and other various duties necessary for building operational efficiency and safety.
Provides leadership, direction and oversight of the University Information Center and Lost & Found, ensuring appropriate information is disseminated and customer services are provided.
Ensures accurate communication, scheduling and coordination between all staff, building partners and contracted services in collaboration with the Student Union team.
Assists with setting, striking and converting meeting room and event setups as needed.
Frequently reviews event reservations in advance to ensure proper pre-planning is occurring, allowing for clients to fulfill their vision.
Maintains a thorough understanding of all events and conversions that are taking place in the facility and adjusts work schedule accordingly to be on-site as needed. This requires the ability to maintain a flexible schedule; both during regular business hours and non-traditional hours.
Meets with reservations team and clients pre-event to make recommendations including program equipment, event space design and staffing.
Works closely with the Aztec Student Union Programs & Services team to transition customers with confirmed reservations to the Operations staff to finalize details and confirm logistics and services for execution.
Conducts pre-event briefings with event staff and contract service providers to ensure all safeguards and practices are communicated for effective event and crowd control management.
Meets with clients and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory; shares changes as necessary.
Develops frequent and consistent training programs for all staffing as it relates to events, conversions and building operations.
Collaborates with the Associate Director of the Aztec Student Union in developing and implementing policies and procedures with a strong commitment to ensuring customers receive positive and excellent customer service throughout their event planning and execution experience.
Develops and implements a variety of policies and procedures including staff training and development, furniture/equipment setup standards and diagrams, fire code compliance, ADA compliance, inventory control, safety, risk management, security and crowd management.
Ensures part-time staff submit daily shift reports. Reviews reports for discrepancies, issues and concerns, and performs appropriate follow up, including notifying supervisor and appropriate personnel as necessary.
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
Four year degree from an accredited college or university required.
Experience:
Five years relevant experience in event facility operations and/or a related field (i.e. hospitality industry) required.
Five years of experience directly supervising and managing full-time staff required.
Minimum five years of experience in leading, motivating and training large groups of part-time staff; additional years preferred.
Experience in the production and execution of meetings, conferences and special events including setting up and striking furniture, staging, event equipment, audiovisual services, crowd management and security required.
Experience with the operation and troubleshooting of basic meeting room audiovisual equipment required.
Experience in developing, communicating, interpreting and enforcing policies and procedures required.
Experience in safety, risk management and emergency preparedness and evacuation required.
Experience in establishing and maintaining training programs; particularly relating to facility and event management required.
Experience in facility, crowd control and event management relevant to complying with fire and life safety standards preferred.
Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System – Enterprise Version (EMS) preferred.
Experience working with custodial services, caterers, productions companies, and a variety of contracted services preferred.
PERFORMANCE EXPECTATIONS
Must professionally represent the Conrad Prebys Aztec Student Union, Associated Students, and San Diego State University at all times.
Must be able to perform a high level of customer service in a diverse and constantly changing environment.
Demonstrated success in mentoring large work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization.
Commitment to values of diversity, multiculturalism, and higher education.
KNOWLEDGE, SKILLS & ABILITIES
Must be self-motivated, self-starter and perform with minimal direction and supervision.
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests.
Strong ability to lead and motivate full-time career and large groups of part-time student employees and volunteers.
Ability to develop, evaluate, adjust and deliver training programs and processes.
Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times.
Must be able to facilitate meetings, trainings, and orientations in a professional manner.
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff.
Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position.
Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs.
Well-organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure.
Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, training, instructing, documenting, recommending and reporting.
Ability to interpret and communicate policies and procedures.
Ability to adapt to and work in an environment of constant change, growth and frequent interruptions.
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness is required to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule. Must be accessible 7 days a week to respond to emergency / urgent situations and be on-call as required by a variety of circumstances.
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.
Work conditions may vary depending upon the location of work and/or events; work and/or events may occur indoors and outdoors, therefore requiring exposure to a variety of elements.
While working in the office, lighting and temperature are adequate with the use of standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks. Event work may include exposure to moderate to extreme noise, vibrations, flashing lights, dust, fumes, cold, heat, limited lighting in areas, and some exposure to moving mechanical parts. Exposure to artistic expression that may seem offensive to some (written/verbal foul language, creative clothing, etc.) may also occur.
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.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras and radios.
Depending on meeting and event requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 50 pounds (unassisted) and 75 pounds (with assistance), and using ladders and high scissor lifts.
RELATIONSHIPS
Inside the organization:
Reports to the Aztec Student Union Director.
Reports to the Aztec Student Union Associate Director in the absence of the Director.
Supervises:
Operations Coordinator (full-time).
Operations Coordinator (full-time).
Operations Supervisor (full-time).
Provides work direction and supervision to:
3-4 Senior Operations Lead (part-time).
10-15 Operations Leads (part-time).
30-40 Operations Assistants (part-time).
Coordinates with the Associate Director, Assistant Director of Facilities, Technical Services Manager, Events Planners, Assistant Director of Business Development and Assistant Director of A.S. Programs.
Outside the Organization:
Aztec Shops.
University Police Department; SDSU Parking and Transportation Services.
SDSU Facilities Services.
SDSU Environmental Health & Safety.
Student Affairs + Campus Diversity.
Business and Financial Affairs.
University President’s Office; University Relations & Development, Marketing & Communications.
Various SDSU departments, faculty and staff.
SDSU Conference Services.
Off-campus customers.
Various vendors and contractors.
EMPLOYMENT CATEGORY:
Full-Time; Salaried; Exempt; Grade 14
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.
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$82,000 - $92,000 Annually
Priority consideration deadline:
Sunday, November 24, 2024.
GENERAL PURPOSE:
Under the direction of the Aztec Student Union Director, the Assistant Director of Event Operations is responsible for the leadership, direction, supervision, fiscal management, execution and evaluation of the Student Union front-of-house operations. This position provides leadership to ensure that all on-site event logistics are successfully executed at a high level and ensures the day-to-day operations of the Student Union are being performed at a high level. This position has a strong emphasis in communication, training, teamwork, leadership, customer service, logistical event planning and compliance codes, coordination, and troubleshooting. The Assistant Director of Operations supervises full-time Operations Coordinators (2), Operations Supervisor, and part-time student staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
Ensures users of the Student Union are provided a welcoming and safe environment with services, furniture, and equipment to meet the ever-changing needs of the SDSU community and with a high level of customer service.
Manages and provides on-site facility management, staff leadership and event supervision.
Manages the planning and execution of the conversions of meeting and event spaces, event logistics coordination, code compliance and contracted services.
Serves as manager on duty for events as needed by meeting with clients and ensuring the facility and event logistics exceed expectations.
Ensures appropriate levels of staffing to perform the daily functions of the Student Union are carried out safely and successfully.
Ensures daily operational tasks are completed according to established guidelines for opening and closing procedures and other various duties necessary for building operational efficiency and safety.
Provides leadership, direction and oversight of the University Information Center and Lost & Found, ensuring appropriate information is disseminated and customer services are provided.
Ensures accurate communication, scheduling and coordination between all staff, building partners and contracted services in collaboration with the Student Union team.
Assists with setting, striking and converting meeting room and event setups as needed.
Frequently reviews event reservations in advance to ensure proper pre-planning is occurring, allowing for clients to fulfill their vision.
Maintains a thorough understanding of all events and conversions that are taking place in the facility and adjusts work schedule accordingly to be on-site as needed. This requires the ability to maintain a flexible schedule; both during regular business hours and non-traditional hours.
Meets with reservations team and clients pre-event to make recommendations including program equipment, event space design and staffing.
Works closely with the Aztec Student Union Programs & Services team to transition customers with confirmed reservations to the Operations staff to finalize details and confirm logistics and services for execution.
Conducts pre-event briefings with event staff and contract service providers to ensure all safeguards and practices are communicated for effective event and crowd control management.
Meets with clients and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory; shares changes as necessary.
Develops frequent and consistent training programs for all staffing as it relates to events, conversions and building operations.
Collaborates with the Associate Director of the Aztec Student Union in developing and implementing policies and procedures with a strong commitment to ensuring customers receive positive and excellent customer service throughout their event planning and execution experience.
Develops and implements a variety of policies and procedures including staff training and development, furniture/equipment setup standards and diagrams, fire code compliance, ADA compliance, inventory control, safety, risk management, security and crowd management.
Ensures part-time staff submit daily shift reports. Reviews reports for discrepancies, issues and concerns, and performs appropriate follow up, including notifying supervisor and appropriate personnel as necessary.
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
Four year degree from an accredited college or university required.
Experience:
Five years relevant experience in event facility operations and/or a related field (i.e. hospitality industry) required.
Five years of experience directly supervising and managing full-time staff required.
Minimum five years of experience in leading, motivating and training large groups of part-time staff; additional years preferred.
Experience in the production and execution of meetings, conferences and special events including setting up and striking furniture, staging, event equipment, audiovisual services, crowd management and security required.
Experience with the operation and troubleshooting of basic meeting room audiovisual equipment required.
Experience in developing, communicating, interpreting and enforcing policies and procedures required.
Experience in safety, risk management and emergency preparedness and evacuation required.
Experience in establishing and maintaining training programs; particularly relating to facility and event management required.
Experience in facility, crowd control and event management relevant to complying with fire and life safety standards preferred.
Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System – Enterprise Version (EMS) preferred.
Experience working with custodial services, caterers, productions companies, and a variety of contracted services preferred.
PERFORMANCE EXPECTATIONS
Must professionally represent the Conrad Prebys Aztec Student Union, Associated Students, and San Diego State University at all times.
Must be able to perform a high level of customer service in a diverse and constantly changing environment.
Demonstrated success in mentoring large work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization.
Commitment to values of diversity, multiculturalism, and higher education.
KNOWLEDGE, SKILLS & ABILITIES
Must be self-motivated, self-starter and perform with minimal direction and supervision.
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests.
Strong ability to lead and motivate full-time career and large groups of part-time student employees and volunteers.
Ability to develop, evaluate, adjust and deliver training programs and processes.
Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times.
Must be able to facilitate meetings, trainings, and orientations in a professional manner.
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff.
Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position.
Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs.
Well-organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure.
Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, training, instructing, documenting, recommending and reporting.
Ability to interpret and communicate policies and procedures.
Ability to adapt to and work in an environment of constant change, growth and frequent interruptions.
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness is required to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule. Must be accessible 7 days a week to respond to emergency / urgent situations and be on-call as required by a variety of circumstances.
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.
Work conditions may vary depending upon the location of work and/or events; work and/or events may occur indoors and outdoors, therefore requiring exposure to a variety of elements.
While working in the office, lighting and temperature are adequate with the use of standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks. Event work may include exposure to moderate to extreme noise, vibrations, flashing lights, dust, fumes, cold, heat, limited lighting in areas, and some exposure to moving mechanical parts. Exposure to artistic expression that may seem offensive to some (written/verbal foul language, creative clothing, etc.) may also occur.
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.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras and radios.
Depending on meeting and event requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 50 pounds (unassisted) and 75 pounds (with assistance), and using ladders and high scissor lifts.
RELATIONSHIPS
Inside the organization:
Reports to the Aztec Student Union Director.
Reports to the Aztec Student Union Associate Director in the absence of the Director.
Supervises:
Operations Coordinator (full-time).
Operations Coordinator (full-time).
Operations Supervisor (full-time).
Provides work direction and supervision to:
3-4 Senior Operations Lead (part-time).
10-15 Operations Leads (part-time).
30-40 Operations Assistants (part-time).
Coordinates with the Associate Director, Assistant Director of Facilities, Technical Services Manager, Events Planners, Assistant Director of Business Development and Assistant Director of A.S. Programs.
Outside the Organization:
Aztec Shops.
University Police Department; SDSU Parking and Transportation Services.
SDSU Facilities Services.
SDSU Environmental Health & Safety.
Student Affairs + Campus Diversity.
Business and Financial Affairs.
University President’s Office; University Relations & Development, Marketing & Communications.
Various SDSU departments, faculty and staff.
SDSU Conference Services.
Off-campus customers.
Various vendors and contractors.
EMPLOYMENT CATEGORY:
Full-Time; Salaried; Exempt; Grade 14
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.
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