Coordinator I

Definition and Purpose

Under the direct supervision of the Coordinator II – Event Management, the Coordinator – Audio Visual is responsible for assessing, coordinating and implementing all technical components needed to support a wide variety of events in ASI managed-facilities. The Coordinator – Audio Visual shall ensure proper maintenance, operation, and safety of audio visual equipment in compliance with all applicable University and ASI policies.

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.

Requirements

Educational and Qualifying Experience, Skills, Licenses, Credentials

Educational/License/Credential Requirements

Graduation from a four-year college or university (8 years applicable experience may be substituted for educational requirement).

Must hold a CA Driver’s License with a driving record acceptable to ASI insurance underwriters.

Current American Red Cross certification in the following: Adult CPR, AED, and First Aid.

Experience Requirements

Minimum three (3) years’ experience, five (5) years preferred that demonstrates the ability to perform the essential functions of the job.

Experience in managing audio visual aspects of events in a campus setting preferred.

Experience in budgeting and fiscal management.

Supervisory experience required.

Knowledge/Skill Requirements

Ability to effectively communicate information in a clear and understandable manner, both verbally and in writing with a thorough knowledge of English grammar, spelling, and punctuation.

Knowledge of Windows-based computer systems including Microsoft Word, Excel, Teams, calendaring, and email. 

Demonstrated ability to work well with others on diverse teams.

Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.

Experience with event production, event planning, and business process management preferred.

Ability to work independently and use initiative and judgment in analyzing and determining course of action.

Working knowledge of safety standards and the ability to comply with regulating policies and procedures.

Ability to provide excellent customer service to a diverse population.

Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.

Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.

Ability to use tact and diplomacy to effectively handle a broad range of interpersonal situations and to respond appropriately to conflicts and problems.

Excellent organizational and time management skills with the ability to set priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.

Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions using reasoning and judgment and to develop practical, thorough, and creative solutions.

Technical Requirements

Knowledge of theatrical and event production equipment, software procedures, techniques, and professional best practices.

Ability to independently manage special events and projects in an event or public assembly venue with professionalism.

Knowledge and understanding of safety requirements and standards with a demonstrated ability to train others in safety measures and ensure compliance with codes and regulations.

Ability to operate audio visual equipment including projectors, sound systems, lighting systems, and other related equipment or technology.

Knowledge of programming digital sound consoles, intelligent lighting consoles, and architectural electronic controls preferably with Unison and/or Paradigm

Experience in live sound reinforcement and event lighting design.

Specific knowledge of installation and maintenance of lighting control networks and sound reinforcement systems.

General knowledge of operation audio visual equipment and maintenance of all types of lighting equipment, controls including sound systems, projectors, and video systems.

Ability to troubleshoot equipment problems and take appropriate action to restore service.

Knowledge of existing technologies and the ability to investigate and evaluate new technologies.

Experience in mentoring and training student staff on proper use of equipment.

Ability to mentor students in production technology.

Additional Requirements

Ability to climb ladders and stairs.

Ability to work in elevated locations (ladder, lifts, etc.)

Ability to lift 40 lb. objects required.

Ability to work night and weekend shifts as required.

Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

Supervisory Responsibilities

Directly supervise Student Manager – Audio Visual, Audio Visual Technician II’s, and Audio Visual Student Assistants.  

Supervise, schedule, and manage daily operations for staff of 15 to 20 student employees.

Train employees in essential duties, customer service and risk management.

Manage staff coaching, discipline and feedback for staff area.

Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.

Essential Duties and Responsibilities

Global Duties and Responsibilities

Interpret and ensure compliance with University and ASI policies in providing event information to faculty, staff, students, and off-campus individuals regarding events being held on campus.

Recommend, implement, and enforce policies and procedures.

Monitor, recommend, and implement improvements to the overall audio-visual and event management processes.

Develop, prepare, and monitor the budget for specific program areas.

Recommend and prepare purchasing approval requests for event related equipment purchases.

Assist with installation of technical/production equipment.

Assist in developing, analyzing, and implementing policies and procedures for ASI-managed facilities.

Assess department protocols and procedures in a continuing effort to improve the efficiency of the department.

Meet with clients and event planners to assess event needs and implement client requests.

Work closely with ASI event scheduling, logistics, and operations to provide continuity and a positive customer and staff experience. 

Solicit post-event feedback from customers and staff, review and address concerns.

Determine staffing needs and schedule staff for each event. Track and report actual staff hours worked for each event.

Keep detailed files of each event and communicate with the personnel who will be executing the event. Maintain a detailed database of past events and layouts for future reference.

Design, implement and carry out safety inspections on a routine basis.

Ensure that the ASI website contains timely and accurate information concerning audio-visual support provided in ASI managed event venues.

Review the time, labor and resources required for special events.  Work with Coordinator – Event Scheduling and Logistics to ensure accurate estimates and billing.

Effectively represent ASI with all campus departments, student clubs, and off-campus entities.

Technical Duties and Responsibilities

Provide technical information, instruction, and demonstration of audio-visual equipment to staff and clients.

Provide technical support and direction for performances and events.

Oversee all work and training of technicians and contractors as needed.

Coordinate lighting, sound, video; execute designs according to information provided.

Procure information such as stage plots and technical needs well in advance of the event date.

Compile all necessary documentation to communicate event requirements and direct technicians in the successful implementation of all technical requirements.

Act as the Stage Manager and/or Lighting or Audio Technician when personnel are unavailable on event days or for specific events in ASI managed event spaces.

Coordinate technical requirements (lighting, video, sound) and execute designs according to information provided for events.

Develop and implement systems for service, delivery, maintenance, procurement, inventory, and storage of equipment.

Make recommendations for new or replacement equipment.

Perform routine testing and inventory of ASI Audio-Visual equipment, including, but not limited to microphones, DI boxes, cables, stage snakes, adapters, laptops, projectors, lighting and sound systems.

Customer Service

Meet with customers to ensure their reservations/event needs are met and support services are requested.

Respond directly to customer questions, concerns, and problems.

Establish and maintain positive professional working relationships with all ASI’s campus partners.

Assessment

Develop and execute assessment of programs and/or services for areas of responsibility including, but not limited to, setting, and implementing goals, evaluating outcomes, and ongoing enhancement.

Participate in the overall ASI assessment planning and goal setting.

Diversity and Inclusion

Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.

Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).

Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.

Commit to continuous learning/improvement in DEI and cultural competence.

Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.

Other Duties and Responsibilities

Represent ASI on committees as appropriate.

Attend and participate in meetings as necessary.

Ensure continuous professional development.

Attend training and maintain skill currency as appropriate to safely and effectively complete assignments.

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.

Other duties and special projects as assigned.

Background Check

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.

Benefits

Salary Schedule

Starting Annual Salary: $74,418.39

Annual Salary Range: $74,418.39 - $(phone number removed)

Premium Overtime:  No

Shift Differential: No

Exempt

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long Term Disability Insurance

Public Employees’ Retirement System (CalPERS)

Social Security (FICA)

Paid State Holidays

Vacation Time

Sick Leave

Personal Vacation

Birthday Vacation

Workers’ Compensation Insurance

Unemployment Insurance

Date of Last Equity Review: 4/13/2024

Date revised: 4/13/2024

The Associated Students, Inc. is an Equal Opportunity Employer.

---