Supervisor, Scheduling Event And Ticket Office

Supervisor, Scheduling Event and Ticket Office JobID: 474

Position Type:

Event Services/Event Supervisor

Date Posted:

5/6/2024

Location:

San Jose, CA

Additional Information: Show/Hide

Job Title: Supervisor, Scheduling Event and Ticket Office

Department: SU Event Services

Supervisor: Event Services Manager

Location: Student Union Event Services Office

Classification Title: Full Time

FLSA Status: Non-Exempt

Compensation: $50,276.30 - $74,891.44

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

Under general supervision of the Event Services Manager, the Supervisor of the Scheduling Event and Ticket Office is responsible for the scheduling, clerical and administrative functions for the SRAC, Event Center and other locations. Oversees and coordinates the Student Union, Inc. Box Office operations to include event day activities as required including social media and marketing efforts as directed.

Essential Functions and Tasks

• Consults with SRAC and Event Center users and customers concerning space reservation needs to determine suitability of space(s) for requested activities, and assigns rooms in the SRAC facility, Event Center, and non-academic spaces in other campus locations as needed.

• Informs clients regarding spaces assigned, policies and procedures, and deadlines relative to reservations processes, verbally and or in writing.

• Notifies appropriate Manager, Supervisors and or users regarding coordination of event needs for space reservations.

• Meets with customers regarding use of room space, including planning, and confirming room dimensions. May on occasion assist with preparation of cost estimates.

• Produces event daily operations reports for SRAC & EC operations staff and other users.

• Compiles lists of individuals and groups requesting activity space in the SRAC & EC building.\

• Maintains records of available space, space used, and cancellations.

• Manages ticket selling operations for the Student Union Box Office.

• Hires, Trains and supervises student assistants for the Student Union Box Office.

• Demonstrates excellent customer service, promptly responds to all customer needs.

• Works with the SU graphics team for Box office ticket sales content for the Student Union, Inc. and social media platforms.

• Ensures strict adherence to all Student Union cash handling and accounting policy procedures.

• Act as onsite Box Office representative on day of events for all ticketing needs, including staffing if required and ensuring proper operation of event ticket changes, modifications and sales.

• Prepares reports and all information needed for the ticket sales settlement on event days.

• Accurately records the daily transactions and completes the daily deposits for the SU Box Office on event days in a timely manner, according to the Student Union accounting policy and procedures.

• Performs other job-related duties as assigned.

Knowledge, Skills and Abilities (KSAs)

• A good understanding of event scheduling and facility operations.

• Demonstrated experience in organizing, prioritizing, and coordinating work activities in a customer service setting.

• Collaborative partner with all student union facilities, campus departments, student organizations and university community to support all services.

• Excellent interpersonal skills

• Strong oral and written communication skills.

• Understanding and commitment to customer service.

• Demonstrated ability to plan, organize and prioritize daily activity.

• Demonstrated ability to develop and coordinate programs.

• Demonstrated ability to perform administrative and financial functions in support of the operation.

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

• Experience with Event Management Scheduling (EMS) systems a plus.

Physical Demands and Work Environment

• 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

• Seeing to read a variety of materials

• Sitting or standing for extended period of time

• Physical agility to lift 20 pounds to shoulder height

• Physical agility to lift, carry, push, or pull objects 10-25lbs

• Schedule will vary during Box Office season with evening hours required

Minimum Qualifications

• Requires a Bachelor's Degree in a related field or an AA degree with 2 years of experience working in an administrative supportive role.
• 1 year of supervisory experience.

Preferred Qualifications

• Experience within a university community, including student unions, student activities, and residence life or student development.

• Experience in a large, non-profit corporation.

• Current CPR/First Aid and AED certifications (must be obtained within the first month of employment).

• Involvement in professional societies and organizations.

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 CSU Learn, 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.

• Injury and Illness Prevention Program

• Discrimination and Harassment for Supervisors/Non-Supervisors

• Gender Equity and Title IX Prevention Program (Title IX)

• Data Security and FERPA

• 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.