Coordinator, Events And Programs

Coordinator, Events and Programs JobID: 462

Position Type:

Full Time Staff

Date Posted:

6/1/2024

Location:

San Jose, CA

Additional Information: Show/Hide

Job Title: Coordinator, Events and Programs

Department: Student Union Administration

Supervisor: Manager, Events and Programs

Location: Student Union Administration

Classification: Full-Time

FLSA Status: Non-Exempt

Grade: Grade 4

Compensation: $24.17 - $36.00/hour

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, of 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 Events & Programs is responsible for developing and providing programs and events in collaboration with various student groups, the campus community, and the Student Union staff to promote and produce quality programs, entertainment, and educational opportunities that take place in the Student Union facilities or on campus. The position reports to, and receives general supervision and direction from the Manager, Events, and Programs

Essential Functions and Tasks

• Plans, organizes, schedules, supervises, coordinates, reviews, and evaluates 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, value to the student or campus community.

• Assist the Manager, Events and Programs with coordinating and executing the annual events.

• Assist Manager in the preparation of a preliminary expense budget for each event, along with an end of event settlement

• Responsible for hiring, onboarding, training, supervising, scheduling, payroll and oversight of student assistants.

• Works with the Associate Director for Accounting and Finance to ensure the proper insurance is procured for the type of event being offered.

• Partners with SU Events and Audio Services to Coordinate and communicate with appropriate departments to schedule space, audio visual, and food/beverage for specific programming logistics.

• Partner with SUI Marketing department to support the promotion of its programs.

• Partner with SUI Student Success and Assessment team to ensure learning outcomes are developed and assessed annually for the student staff.

• Works collaboratively and cooperatively with the partners in the Division of Student Affairs and various departments across campus to facilitate diverse and inclusive Esports activities.

• Perform additional duties as assigned

Knowledge, Skills and Abilities (KSAs)

• Demonstrates an understanding of events and program development, management, implementation and assessment practices.

• Demonstrated supervisory experience including selecting, training, coordinating, evaluating, and supervising student assistants.

• Knowledge of risk management and how to mitigate for events which require insurance and additional riders.

• Conducts operations in a fiscally sound manner while participating in sound financial policies. Understands implications of budget and makes recommendations for solutions.

• Ability to interact effectively and frequently with students, campus community members, vendors and the general public.

• Advanced proficiency with Microsoft Word and Excel, web browsers, query tools, integrated financial systems and/or other types of records management systems.

• Excellent customer service, ability to manage conflicts; ability to interact effectively and frequently with students, campus community members, vendors and the general public.

• Excellent written communication skills. Ability to communicate clear and concise analytical comments, both orally and in writing.

• Implements procedures to identify and correct potentially hazardous or unsafe working conditions. Mitigates risk where appropriate through knowledge of policies and procedures.

Physical Demands and Work Environment

• The position works in a wide variety of environments including both a typical office as well as an indoor facility and outdoor aquatic program-oriented environment.

• 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).

• Fall (Slip, Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.

• Heat illness/temperature extremes that result in heat stress, exhaustion, or metabolic slow down such as hypothermia.

• Chemical exposure - absorption through the skin, inhalation, or through the bloodstream that causes illness, disease, or death.

• Lifting and carrying, often 10-25lbs, frequently 26-50lbs, occasionally 50-75 lbs.

• 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 and weekends as required.

Minimum Qualifications

• Bachelor's Degree in Business, Hospitality Management, or related field

• 1-3 years of demonstrated experience working in programs event planning experience and coordination.

• First Aid, CPR, and Bloodborne Pathogen training, or must acquire them during first month of employment.

Preferred Qualifications

• Bachelor's Degree in Business, Hospitality Management, or related field with a minimum of 2 years of professional program and event planning experience,
• First Aid, CPR, and Bloodborne Pathogen training; must acquire them during first month of employment.

Benefits

This position is employed through Student Union at San Jose State University which offers an excellent benefits package including Medical, Dental & Vision insurance (fully paid on selected packages by the company for the employee and dependents), Life and Supplemental Insurance, Vacation, Sick Leave, paid Holidays, 403(b) retirement program, tuition reimbursement, employee development opportunities and more.

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, pregnancy, 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. The Student Union and SJSU have a firm and unambiguous commitment to the active elimination of discrimination, and the affirmative recruitment of a diverse, multi-racial community of students, faculty and staff.

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 performed.

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 State University (CSU) Learning & Development

Within the first month, all employees are required to complete the following compliance 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.

i. Injury and Illness Prevention Program

ii. Discrimination and Harassment for Supervisors/Non-Supervisors

iii. Gender Equity and Title IX Prevention Program (Title IX)

iv. Data Security and FERPA

v. Mandated Reporters of Child Abuse

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.