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Assistant Director, University Union Event Services
| Company | University Enterprises, Inc. |
| Address | , Sacramento, 95819 |
| Employment type | FULL_TIME |
| Salary | $5,378 a month |
| Expires | 2023-10-08 |
| Posted at | 8 months ago |
Broad Scope & Function
The Assistant Director, Event Services is responsible for the development and operation of all activities related to the Event Services operation of the University Union. Specifically, the position has responsibility for the day-to-day management and supervision of Union event and meeting facilities, services, and staff. This includes but is not limited to, event set-up operations, arrangements and scheduling operations, event equipment and facilities, technical operations staff, and custodial operations in event space. This position is also responsible for ensuring building operations, services, and staff for events beyond normal operating hours. In addition, in the absence of the University Union Director, the Assistant Director may act on their behalf. The Assistant Director, Event Services frequently collaborates with the University Union’s programming and operations departments, and various building services. The person holding this position is a member of the Administrative Leadership Team of the University Union and will work collaboratively with other professional and support staff of the University Union, as well as the University.
Reporting Relationship
The position reports to and receives general direction from the Director of the University Union. This position supervises directly, or through others, the Event Services Manager, Operations, the Event Services Manager, Reservations, Event Services Coordinators, Event Technology and Setup Coordinators, Student Event Supervisors, Student Scheduling Clerks, Student A.V. Technicians, and Student Set-up Assistants.
Benefits
UEI offers an excellent benefits package that includes:
- Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
- Paid Vacation Time – starting at 10 hours accrued/month
- Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
- Work from home for up to one day per week depending on the position and with supervisor approval
- Participation in CalPERS Retirement Program
- Educational Assistance Program for employees and/or dependents
- Paid Sick Time – 8 hours accrued/month
View a comprehensive list of all of the benefits at https://www.enterprises.csus.edu/wp-content/uploads/UEI_Benefits-At-A-Glance- Brochure_Union_Well.pdf
Application Instructions
This position is open until filled with a priority review date of August 20, 2023.
Please include the following with your application:
- Resume
If this document is not included, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume.
Conditions of Employment
The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).
This is a full-time, exempt from overtime, benefited position, covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises, Inc. (UEI) and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.
It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
Duties and Responsibilities
- Responsible for the development and operation of all activities related to the Event Services operation of the University Union. Provides management direction and supervision to the Event Services Manager, Reservations and the Event Services Manager, Operations in the comprehensive development and daily operation of the University Union’s Event Services operations. Responsible for space reservation policy compliance and revenue generation in the University Union.
- Develops and oversees the implementation of policy and procedural changes in the reservations and function space usage process, in consultation with the University Union Director and the Union WELL, Inc. leadership team.
- Provides, directly and through others, management direction to ensure the proficiency of all Event Services Reservations and Operations staff in advising, planning, coordinating, and facilitating meetings, conferences, and special events.
- Responsible for communication regarding event and special event activities (planning and execution) with various campus partners and all media support entities and technical services, both on and off campus, as it pertains to scheduling and logistics of special events in the University Union.
- Oversees the development, implementation, and successful translation of all reservations into physical layouts and appropriate furnishings and equipment for all student, university, and public events.
- Modifies event equipment and procedures using feedback from Event Services Staff and structured customer feedback through on-going evaluations and surveys. Makes improvements and recommends innovations and changes that enhance all Event Services operations.
- Oversees the approval and coordination of food service for all meetings and special events within the University Union.
- Leads the Event Services annual project planning and budgeting effort through a process that is receptive and responsive to staff input regarding event facilities and services in the University Union.
- Prepares regular budget reports and is responsible for meeting revenue and expense criteria as outlined in the corporate budgeting guidelines. Monitors financial transactions pertaining to Event Services.
- Represents the University Union with the Sac State Event Planners Workgroup and on campus committees and various other Student Affairs and campus-wide initiatives, as appropriate.
- Ensures communication with Facilities and Information Technology regarding support for special events scheduled beyond normal operating hours, such as mechanical systems, lighting, staffing, facility access, and security.
- Creates periodic presentations for the University Union Advisory Group as well as the Union WELL, Inc. Board of Directors.
- Responsible for risk management associated with all events coordinated by Event Services Staff at the University Union, to provide a safe, inclusive environment for all. Consults periodically with campus Risk Management and insurance representatives as needed to facilitate requirements for certain campus events.
- Responsible for providing annual professional development opportunities for full time staff members in Event Services, as well as ensuring required procedural, equipment, and safety training is provided for both full time and part time staff within the department.
- Promotes opportunities to learn about the field of student union event services to individuals interested in serving as interns or graduate assistants. Develops job description, recruits, trains, and provides ongoing supervision.
- Configures and updates the reservations database (EMS) and online request system (OPUS) to ensure efficient use of software and integrity and security of data.
- Performs other duties to assist the University Union Director and may periodically act on their behalf during their absence.
Minimum Qualifications
- Bachelor’s degree in Education, Business Administration, Recreation Administration, Hospitality Services, or related field, or equivalent combination of education and professional work experience.
- Demonstrated progressively responsible experience in Hospitality Management or Event Services.
- Demonstrated progressively responsible professional experience in a large Student Union or similar facility.
- Demonstrated experience in the areas of budgeting, fiscal management, resource control and reporting.
- Demonstrated ability to work independently in both decision making and planning processes. Demonstrated ability to analyze complex situations accurately, adopt effective courses of action, and meet deadlines in a varied and hectic environment.
- Demonstrated experience with the special demands inherent in a higher education environment and the interpersonal skills to establish and maintain effective working relationships with individuals with a diverse range of social and cultural backgrounds including faculty, University administration, students, and the surrounding community.
- Demonstrated skills in working efficiently and meeting deadlines in a varied and fast-paced environment.
- Demonstrated ability to compile, prepare, write, and review reports as well as the capacity to analyze, comprehend, and provide appropriate solutions to problems and courses of action.
- Excellent verbal and written communication skills.
- Demonstrated experience in selecting, training, coordinating, evaluating, supervising, and managing a large and diverse workforce, consisting of both full-time professional staff and student assistants.
- Must be legally eligible to drive in California, complete and pass an online training course, maintain a good driving record, and be acceptable for vehicle insurance coverage under the University Enterprises’ insurance plan. Must continue to meet the established driving standards, driving record will be monitored with the California Department of Motor Vehicles to ensure compliance.
- Ability to work evening and/or weekend hours as needed to provide support and supervision to a seven day a week operation, and to periodically oversee a variety of special events.
Preferred Qualifications
- Master’s degree in student personnel, higher education, hospitality services recreation administration or equivalent.
- Demonstrated experience in an Event Services/Conference Services position in a college, university, or hotel setting.
- Experience and skills in the area of student learning outcomes and assessment
- Demonstrated leadership skills and ability to design/present workshops.
Physical Requirements
With or without a reasonable accommodation: Sit for extended periods; frequently stand and walk for long durations; able to lift at least 50 pounds; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of typical office equipment including computers, telephones, printers, scanners, and copiers.
Working Conditions
Work is performed in an office environment and at various event venues (both indoor and outdoor); continuous contact with staff, campus community, and the public.
University Union is an auxiliary of California State University, Sacramento and is a California 501(c)3 not-for-profit corporation. The corporation consists of the facility operations and programs of two buildings: The University Union and The WELL (Recreation & Wellness Center). The University Union facility, totaling approximately 220,000 square feet, currently houses campus food service operations, retail operations, multiple meeting and conference spaces, Associated Students, Inc., Student Organizations and Leadership offices, Women’s Resource Center, PRIDE Center, KSSU Student Radio, Information Desk, Games Room, Union Gallery, Relaxation Lounge, Student Computer Lounge, Meditation Room, computer and printer workstations throughout the building, a University Police Service Center, two Mothers’ Lounges, the ASI Food Pantry, and various open lounge spaces and food service seating, houses five fitness studios, a cardio suite, an expansive fitness and free weight area, a multi-activity court, four basketball courts, a rock climbing wall, four racquetball courts, an indoor running track, all gender restrooms/ showers/changing rooms, and conference center. The WELL is also home to Student Health and Counseling Services. Both the University Union and The WELL provide services to over 31,000 Sacramento State students, as well as faculty, staff, alumni, and the greater community.
Thank you so much for taking the time to apply. Based on your answers to one or more questions, it appears you do not meet the minimum qualifications for the position. We are unable to move your application forward in the process. Please do not let this discourage you from applying to our other job postings in the future. If you have questions, please contact us at 916-278-7003 or email us at [email protected].
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