Aztec Student Union Assistant Director of Event Operations

Aztec Student Union Assistant Director of Event Operations
San Diego State University

Location: San Diego, CA, US
Requisition ID: 1181

Salary Range: $82,000.00 To $92,000.00 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.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. 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 with a high level of customer service.
2. Manages and provides on-site facility management, staff leadership, and event supervision.
3. Manages the planning and execution of the conversions of meeting and event spaces, event logistics coordination, code compliance, and contracted services.
4. Serves as manager on duty for events as needed by meeting with clients and ensuring the facility and event logistics exceed expectations.
5. Ensures appropriate levels of staffing to perform the daily functions of the Student Union are carried out safely and successfully.
6. 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.
7. Provides leadership, direction, and oversight of the University Information Center and Lost & Found, ensuring appropriate information is disseminated and customer services are provided.
8. Ensures accurate communication, scheduling, and coordination between all staff, building partners, and contracted services in collaboration with the Student Union team.
9. Assists with setting, striking, and converting meeting room and event setups as needed.
10. Frequently reviews event reservations in advance to ensure proper pre-planning is occurring, allowing for clients to fulfill their vision.
11. 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.
12. Meets with reservations team and clients pre-event to make recommendations including program equipment, event space design, and staffing.
13. 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.
14. 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.
15. Meets with clients and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory; shares changes as necessary.
16. Develops frequent and consistent training programs for all staffing as it relates to events, conversions, and building operations.
17. 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.
18. 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.
19. 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:

1. Education: Four-year degree from an accredited college or university required.
2. Experience: Five years relevant experience in event facility operations and/or a related field 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.
3. 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.
4. Experience with the operation and troubleshooting of basic meeting room audiovisual equipment required.
5. Experience in developing, communicating, interpreting, and enforcing policies and procedures required.
6. Experience in safety, risk management, and emergency preparedness and evacuation required.
7. Experience in establishing and maintaining training programs; particularly relating to facility and event management.
8. Experience in facility, crowd control, and event management relevant to complying with fire and life safety standards preferred.
9. Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred.
10. Experience working with custodial services, caterers, production companies, and a variety of contracted services preferred.

PERFORMANCE EXPECTATIONS

1. Must professionally represent the Conrad Prebys Aztec Student Union, Associated Students, and San Diego State University at all times.
2. Must be able to perform a high level of customer service in a diverse and constantly changing environment.
3. Demonstrated success in mentoring large work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization.
4. Commitment to values of diversity, multiculturalism, and higher education.

KNOWLEDGE, SKILLS & ABILITIES

1. Must be self-motivated, self-starter and perform with minimal direction and supervision.
2. Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues, and guests.
3. Strong ability to lead and motivate full-time career and large groups of part-time student employees and volunteers.
4. Ability to develop, evaluate, adjust and deliver training programs and processes.
5. 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.
6. Must be able to facilitate meetings, trainings, and orientations in a professional manner.
7. Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff.
8. 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.
9. Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs.
10. Well-organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure.
11. Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, training, instructing, documenting, recommending, and reporting.
12. Ability to interpret and communicate policies and procedures.
13. 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.

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.

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 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).

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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