IFMA Foodverse

Event Specialist

Job no: 530360
Work type: Staff
Location: Monterey Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Classification: Administrative Analyst/Specialist - Exempt I
Hours: Full-time / 40 hours per week
FLSA: Exempt

Anticipated Hiring Salary Range at: $4,823 per month*
CSU Salary Schedule
*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.

Priority Screening Date: August 13, 2023
Recruitment Status: Open Until Filled

ABOUT CSUMB

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Director of University Affairs, Ceremonies and Events, the Event Specialist is responsible for the planning, coordination, implementation and day to day administration of the events on and off campus, in UACE managed and non-managed facilities as as well as general event support in planning, coordinating and implementing events (in-person, virtual and hybrid), programs, and ceremonies as assigned and support for campus-wide events; ensuring all campus events are held safely and successfully within the established protocols and guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Event Services

• 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.
• 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.
• 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.
• Prepares estimates and invoices and completes event final billing process. Collaborates with the department budget analyst to track expenses and forecast event costs.
• 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.

2. Assigned Event Facility

• 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.
• 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).

3. Back-Up Support

• 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.
• Serves as backup contact for all 25Live and related requests.
• 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.
• 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).

4. Virtual Events

• 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.

5. Summer Conferences

• 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

6. General Support

• 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.
• 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.
• 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.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Experience and knowledge to be fully functional in all technical aspects of work assignments. Thorough mastery of Knowledge: 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.

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

Skills: 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. Thorough mastery of English grammar, spelling, punctuation, editing and spoken language.

MINIMUM QUALIFICATIONS:

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. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

SPECIALIZED SKILLS REQUIRED:

Must be capable of independently coordinating and scheduling multiple functions and handling multiple priorities. Superior customer service skills and demonstrated ability to work effectively with all levels of staff, faculty, and students to plan and coordinate campus events. Thorough knowledge of office systems and ability to effectively use a broad range of technology, systems, and packages. General knowledge of event planning, operations, production and technical services. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

PREFERRED QUALIFICATIONS:

Three (3) plus years of conference and event planning and coordination. Experience managing residential conference programs. Higher education experience. Technical fluency with Microsoft Office Professional Suite, OraclePeopleSoft/CMS baseline system, 25Live space scheduling system (power user/administrator rights), Zoom (meeting and webinar), and Google docs, spreadsheets, email and calendaring systems. Knowledge of university operations, programs, and procedures; preferably in regards to event and centralized scheduling. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of applied, active, and project-based learning activities; interdisciplinary; multicultural and global perspectives; technological sophistication; service learning; ethical reflection and practice; and collaboration. Experience working with a diverse and multicultural population.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• 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.
• 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.
• 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 requires a flexible schedule to accommodate evenings and/or weekend work.

Sensitive Positions - This position has been designated as a sensitive position with:

• 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)

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

BENEFITS/PERKS:

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.



To apply, visit https://careers.csumb.edu/en-us/job/530360/event-specialist







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