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Event Specialist (530360) Jobs
Company | California State University, Monterey Bay |
Address | Seaside, CA, United States |
Employment type | FULL_TIME |
Salary | |
Category | Events Services |
Expires | 2023-08-29 |
Posted at | 9 months ago |
Description
- CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.
- Provides lead work direction to students and department administrative staff. Ensures compliance with applicable policies and procedures for volunteers, vendors, guests and other event personnel.
- Maintains campus event scheduling system, maintains calendars, booking on-campus services, and provides information related to event quotes, diagrams, facility tours and familiarization meetings. Ensures compliance with event policy.
- Responsible for the preparation of estimates and invoices and carrying out the procedures involved with final billing. Work with the department budget analyst to track expenses and forecast event costs.
- Prepares estimates and invoices and completes event final billing process. Collaborates with the department budget analyst to track expenses and forecast event costs.
- Researches, develops, plans, implements, reviews and analyzes events and department policies and procedures
- Coordinates events, and addresses events coordination challenges using reasoning, interpretation, and application of theories and principles to recommend the wisest course of action.
- The backup support section is confusing because this position serves as lead support for events, 25 live and administrative services. It appears that the section is unnecessary because the content is already included in the PD.
- Schedules meetings, prepares agenda, takes meeting notes, prepares and distributes post-meeting reports, and follows up on action items. Keeps a shared comprehensive system of files and records for both electronic and physical materials, including shared calendar.
- Works closely with campus stakeholders (e.g., UPD, FMD, Risk, CPD) in order to determine staffing and facility needs for events to ensure events are held safely and successfully within the established protocols and guidelines, including but not limited to service and parking support requests, autolocks and unlocks for after hour events, parking needs (permits, reserved parking spaces, shuttle transportation, CSOs).
- Accountable for coordination of food and Beverage service, set-up diagrams, contract preparation, event set up and teardown, safety training, fire marshal approvals technical needs,
- Coordinates requests for facilities maintenance, landscaping, custodial, and building security related to events spaces.
- Secondary responsibility for administrative services such as but not limited to: facilities maintenance, identifying repairs needed for safety reasons, landscaping, custodial, and building security as it relates to events.
- Serves as backup contact for all 25Live and related requests.
- Provides back-up support for UACE events, including assisting with food and beverage service, set-up diagrams, contract preparation, set-up/teardown crews, safety training, fire marshal approvals, and working with the multi-media tech specialist to identify and communicate the news of clients as it relates to sound system requirements, technical equipment needs such as a laptop, projector and screen, other lights and sounds, as necessary. Prepares estimates and final sales invoices.
- Works closely with campus stakeholders (e.g., UPD, FMD, Risk, CPD) in order to determine staffing and facility needs for events to ensure events are held safely and successfully within the established protocols and guidelines, including but not limited to service and parking support requests, autolocks and unlocks for after hour events, parking needs (permits, reserved parking spaces, shuttle transportation, CSOs).
- Point of contact for Zoom webinar virtual events. Plans and executes or provides backup support for virtual events using Zoom and other virtual event platforms. Uses knowledge of the latest technical services available to the campus that includes online meetings, interpreter services, closed caption services, and other computing services to meet the needs of internal and external clients.
- Provides support relating to the coordination of the summer conference programs. Responsibilities may include: meeting with clients, assisting with contract preparation which includes creating estimates and determining all due dates for deposits, pre-payments and liability insurance needs, planning and preparation for the group, space scheduling, guest services, student hiring, training and scheduling, and any other duties related to residential and event services of the summer conference program
- Responsible for supporting the UACE events, programs and ceremonies on and off campus. Provide overall support for administrative duties necessary for the smooth and efficient operation of the UACE Department. Participate in the continual development and updating of departmental training. Creates and administers a range of post-event assessments to inform future planning practices.
- Provides general event support in planning, coordinating, and implementing events, programs, meetings and more as assigned while maintaining professionalism during every event held at University House.
- Assigned event professionals for divisions, colleges and programs as identified in the Event Professional Relationship Matrix. Schedules meetings with clients during the semester to discuss specific needs, upcoming events, and gather feedback from clients.
- 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 as a condition of employment.
- This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095 .
- Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
- This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
- This position requires a flexible schedule to accommodate evenings and/or weekend work.
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- Access to, or control over, cash, checks, credit cards, and/or credit card account information
- Responsibility or access/possession of building master or sub-master keys for building access
- Access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards )
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