Job description

JobID: 353

Position Type:
Full Time Staff

Date Posted:
7/11/2022

Location:
San Jose, CA

Job Title: Coordinator, Student Union
Events Department: SU Programs and Events
Supervisor: Manager, SU Special Events
Location: Student Union Administration
Classification Title: Full-time
FLSA Status: Non-Exempt Grade: 3
Compensation - Hourly Rate: $19.59 - $29.87

The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

Mission
The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Job Summary
The Coordinator of SU Events is responsible for planning, coordinating, and executing high quality large-scale and annual events, leads and empowers students to create small-scale events; creates and manages the annual department budget, and procurement and inventory of event items. The position reports to, and receives general supervision and direction from the Manager, Student Union Events.

Essential Functions and Tasks

• Develop a collaborative program of events (weekly and/or bi-monthly) including comedy, small concerts, lectures, performing arts, multicultural programs, movie nights, and other special events which include assessing each of the events for a learning outcome, and value to the student or campus community.
• Assist the Manager of Student Union Special Events with coordinating, and executing large scale annual events.
• Prepares a preliminary expense budget for each event, along with an end-of-event settlement.
• Oversees the ongoing evaluation of all event programs, including completing participant evaluations, focus groups, informal discussion, and written program surveys.
• Ensure all events, programs, sponsors or department tabling participants adhere to SU Event Services and University policies during Student Union events.
• Ensures contracts are executed with vendors, performers, and sponsor; including adequate liability insurance is secured for all SU events in accordance with Student Union and SJSU policies.
• Coordinate and communicate with appropriate departments to schedule space, audiovisual, and food/beverage for specific programming logistics.
• Responsible for the supervision and evaluation of student event assistants. Oversight of employee scheduling, payroll and regularly meets and evaluates work performance
• Works with SUI Student Success and Assessment team to ensures learning outcomes are developed and assessed annually for the student staff.
• Develops and maintains the annual budget for the department.
• Assists the Manager of Student Union Events in the implementation of emergency procedures, safety practices and risk management procedures and ensure all activities are conducted in accordance to industry standards and safety procedures.
• Process payroll and related personnel matters for all staff in a timely manner.
• Run student staff meetings, staff trainings and pre/post event meetings to ensure all staff are oriented to program goals and processes.
• Works with SUI Marketing department to support the promotion of Student Union Events through direct messaging, social media, flyers, and campus events.
• Works with SUI Student Success and Assessment team to ensures learning outcomes are developed and assessed annually for the student staff.
• Collaborates and coordinates with the various Campus Life departments (Greek Organizations, Associated Students, Residence Hall Council, and Student Involvement) to develop, plan, market, and produce a variety of events.
• Participate and/or serve in SJSU campus-wide committees and planning meetings, including but not limited to the Homecoming, Admitted Spartans Day, Orientation sessions, Weeks of Welcome Kick off Committees.
• Perform additional duties as assigned.

Physical Demands and Work Environment

• The position works in a wide variety of environments including both a typical office.
• The physical demands of this position are described below
• Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot).
• Stand and/or view a computer screen for an extended period of time (6 to 8 hrs).
• Fall (Slip, Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.
• Lifting and carrying, occasionally 10-25lbs
• Hearing and speaking to exchange information in person or on the telephone
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator

• In general, the position works a schedule based on business needs 9 a.m. - 5 p.m., Monday - Friday, may work evenings, weekend and holidays as required.

Minimum Qualifications

• Within the first month, all new employees are required to complete the following online training sessions through CSULearn, the University's employee training platform. Employees will be enrolled in the training soon after their appointment is processed and will be notified via email from CSULearn@sjsu.edu.
• CSU - Injury and Illness Prevention Program - one time course

• CSU - Preventing Discrimination and Harassment for Non-Supervisors – required every two years

• CSU - Sexual Misconduct Prevention Program (Title IX) - required every year

• Data Security and FERPA - required every two years

• Hazard Communication Cal/OSHA - one time course

• SJSU COVID-19 Health and Safety Protocols Training - one time course

• AA degree in Business, Hospitality Management, Event production or related field.
• ?Minimum 2 years of experience of event coordination or equivalent combination of education and/or work experience.

?Knowledge, Skills and Abilities (KSAs)

• Demonstrated experience in planning and effectively executing events.

• Demonstrated supervisory or management experience including selecting, training, coordinating, evaluating, and supervising student employees.

• Collaborative partner with various campus departments to support event success.

• Knowledge of personnel management, budgeting, and event management.

• Ability to direct management goals, facilitate change, and create innovative programs.

• Strong organizational skills and ability to coordinate, organize and prioritize projects with attention to detail.

• Ability to compile, prepare, write, and review reports.

• Knowledge of safety procedures, protocols, risk management plans, as they relate to events.

• Strong customer service and interpersonal skills.

• Knowledge of Student Union policies and procedures and ability to manage situations which require resolution and problem solving.

• Experience in computer applications such as: Google Suite (Gmail, Docs, Slides, Sheets, Forms, etc.) Microsoft Office (Word, Excel, PowerPoint, etc.).

Core Competencies**

• Fiscal Management - Conducts operations in a fiscally sound manner while contributing to the budget process. Maintaining efficient and effective budget reconciliations and may pull data for reporting purposes. Understands implications of budget and makes recommendations for solutions.
• Leadership & Supervision - Partners with team members or leads internal teams to maintain effective work relationships with people from diverse backgrounds; Maintains dignity and self-control in difficult situations; Supervisory responsibilities may include planning, assigning, and directing work; resolving issues in a way consistent with corporate policies
• Productivity and Quality of Work - Strives for accuracy and thoroughness; displays commitment to excellence and customer service; looks for ways to improve and promote quality within own work; applies feedback from manager and others to improve performance; monitors own work to ensure quality.
• Communication and Collaboration – Acts & behaves in a manner that reflects respect, courtesy and civility, appreciation, empathy, trust, inclusion, and consultation. Establishes and maintains effective work relationships; Understands lines of reporting, responsibility, and accountability.
• Diversity, Inclusion, and Interaction - Values and respects diversity and individual uniqueness and recognizes the strength these factors bring to the Student Union and SJSU community and learning environment.
• Planning and Results - Works on activities to meet Student Union priorities and timelines; works with manager to prioritizes multiple demands for commitment of time, energy, and resources; adapts to changing priorities, situations and demands; integrates changes to support the business.
• Creativity and Innovation - Works with manager to engage in creative problem solving; thinks “globally”; receives suggestions on how to re-engineer processes; is open and receptive to change and new ideas within the guidelines of the institution.
• Compliance for Law, Policies and Codes, and Issues Related to Safety and Risk - Adheres to compliance laws, policies and codes related to not- for-profit corporations, facility safety and concerns, as well as state and CSU mandates. Implements procedures to identify and correct potentially hazardous or unsafe working conditions. Mitigates risk where appropriate through knowledge of policies and procedures.

Equal Opportunity/Affirmative Action
The Student Union of San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Reasonable accommodations will be provided for applicants with disabilities who self- disclose.

Background Check and Fingerprinting
Student Union employees are required to undergo and completed a successful background check that includes verification of employment and education, as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors and cash management will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work they will be doing.

In some cases the background check will include a credit check and/or a Department of Motor Vehicles check, as well as a check of licenses and certificates when applicable. All background checks are conducted through the Student Union third-party vendor, Accurate Background

California Child Abuse and Neglect Reporting Act
All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Job Type: Full-time

Pay: $19.59 - $29.87 per hour

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