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San Francisco State University · 3 months ago

Event Services Coordinator- (Administrative Analyst Specialist Exempt I) - HDCS Conference Services

San Francisco, CA

Full-time

Onsite

Entry Level

$4,617/mo - $4,900/mo

4+ years exp

San Francisco State University is an Equal Opportunity Employer committed to providing a diverse and inclusive environment. The Event Services Coordinator is responsible for developing and managing relationships with clients, overseeing event logistics, and ensuring compliance with university policies while supporting the overall mission of the university.

Higher Education

No H1B

Responsibilities

Develop and manage relationships with internal and external university clients who utilize San Francisco State University’s facilities

Develop and maintain excellent client relations while managing all details associated with each event

Liaison with vendors and minimize risk by ensuring appropriate liability insurance for all event-related matters

Primary point of contact for events and provide clients with updates as necessary for each event

Responsible for vendor management and client contract negotiations for events

Oversee event reservations, event planning, facilities coordination, technology management, insurance policy standards and documentation for all client events within Event Services

Communicate with various University entities including, but not limited to, University Police Department, Enterprise Risk Management, and Capital Planning, Design & Construction of upcoming events and clients' logistical needs, technical and supervisory support, AV needs, alcohol clearance approvals, State Fire Marshall special event application approvals and facilities support

Develop and implement procedures and solutions to improve the Event Services Associates program

Provide information to clients in relation to campus rates, policies and procedures of events, camps and conferences by the Conference & Event Services area

Ensure facility rules, regulations and policies are enforced at all times while on campus grounds

Conduct walkthrough of rental spaces with clients and campus stakeholders

Support the Conference and Event Services Manager in the implementation and ongoing coordination of the centralized scheduling system (25Live), including system usage, training support and data integrity

Assist in ensuring campus-wide adherence to scheduling protocols, promoting consistent and effective use across academic and administration departments

Identify and implement sustainable practices in all areas to include, but not limited to, event production, procurement, and use of various resources

Create tools to solicit feedback from clients and campus stakeholders and recommend service charges or enhancements based on feedback provided

Evaluate and review insurance policies; ensuring agreements for short-term rentals have proper documentation in relation to insurance, payment, and signed agreements

Create and prepare various agreements and revenue reports related to short-term rentals

Maintain and create electronic and paper records and files of each short-term rental agreements

Provide strategic event planning skills while producing and executing basic event plans, from concept through execution of each event

Track, monitor, and compile data of client bookings and maintaining close contact with clients and service partners to ensure a successful event

Coordinate with Enterprise Risk Management and Procurement to review and amend agreement verbiage to ensure rental agreements meet legal and liability standards

Ensure proper billing to clients is accurate and assist in the collection of past due invoices

Assist with developing effective marketing strategies including re-branding and web presence to maximize revenue for the university

Assist with developing program proposals with revenue and cost analysis to plan revenue and business

Assist with developing a campus-wide training for event planning on campus

Assist with negotiating vendor partner rates for event services and equipment

Lead and coordinate student assistants, which includes, hire, train and feedback of the student workforce

Ensure training is compatible with policies and procedures set forth by SF State, Administration & Finance, and Student Affairs

Assist with training, evaluation and scheduling of student support

Support student staff payroll

Provide training to staff and community partners who use the Event Management System database

Coordinate with the Facilities Services on the general maintenance and upkeep of facilities, audio visual equipment, and furniture inventories

Ensure that appropriate rates for furniture, equipment, and all chargeable services are maintained in Event Management System database

Qualification

Event managementVendor managementClient relationsLogistical planningMicrosoft OfficeEvent Management SystemTraining skillsProblem-solvingCommunication skillsTeam leadership

Required

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods

Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations

Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty

Working knowledge of operational and fiscal analysis and techniques

Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved

Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations

Expertise in investigating and analyzing problems with a broad administrative impact and implications

Ability to anticipate problems and address them proactively

Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form

Ability to train others on new skills and procedures and provide lead work direction

Must have a valid California Driver's license and can be certified to drive on State business

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 CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment