Job description

University Enterprises, Inc. (UEI) at Sacramento State is seeking a Coordinator, Reservations and AV Equipment for The WELL. UEI and the University Union Operation of CSUS (Union WELL Inc.) are auxiliaries of California State University, Sacramento and California 501(c) 3 not-for-profit corporations. The Union WELL consists of the facility operations and programs of two buildings: The University Union and The WELL (Recreation & Wellness Center). The University Union facility, totaling approximately 220,000 square feet, currently houses food service operations, retail operations, multiple meeting and conference spaces, Associated Students, Inc., Student Organizations and Leadership offices, Women’s Resource Center, PRIDE Center, KSSU Student Radio, Public Information Desk, Games Room, Union Gallery, Terminal Lounge (music/video digital media), Student Computer Lounge, Meditation Room, computer and printer workstations throughout the building, a University Police Service Center, and various open lounge spaces. The WELL, totaling approximately 150,000 square feet, houses three fitness studios, a cardio suite, two fitness floors, a multi-activity court, four basketball courts, a rock climbing wall, four racquetball courts, an indoor running track, locker rooms, and conference center. The WELL is also home to Student Health and Counseling Services. The facilities provide services to over 31,000 students, as well as faculty and staff on campus.

RATE OF PAY: $3,758 - $5,637 per month

BENEFITS: UEI offers an excellent benefits package that includes:

• Participation in CalPERS Retirement Program
• Paid Vacation Time – starting at 6.66 hours accrued/month
• Paid Sick Time – 8 hours accrued/month
• Paid Holidays – 13 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
• Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
• Educational Assistance Program for employees and/or dependents
• View a comprehensive list of all of the benefits at https://www.enterprises.csus.edu/wp-content/uploads/UEI_Benefits-At-A-Glance-Brochure_Union_Well.pdf

FILING DEADLINE: This position is open until filled with a priority review date of April 30, 2023

APPLY ONLINE: To be considered, all applicants must apply through the UEI website at https://secure6.saashr.com/ta/6158859.careers?ShowJob=486954201

CONDITIONS OF EMPLOYMENT: This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Sacramento State requires all campus employees, including auxiliary employees, to be fully vaccinated, including a booster, against COVID-19 unless they have a qualifying exemption.

MINIMUM QUALIFICATIONS

• Bachelor’s Degree in Recreation, Parks and Tourism, Meeting or Event Management, Hospitality Management, Sports Management, Computer Science, or related field or equivalent combination of education and/or work experience.
• Demonstrated experience with audiovisual equipment such as portable and built-in sound systems, video/data projectors, flat panel monitors, computer connections, for both Mac and PC, and portable handheld devices, video signal switching systems, lighting control systems, wireless and wired microphones.
• Demonstrated knowledge of online meeting software such as Zoom, GoToMeeting, WebEx, etc.
• Knowledge of scheduling or reservation management experience within campus recreation, student unions, hospitality, or experience in equivalent setting.
• Ability to work independently, prioritize work assignments, coordinating many tasks, and completing assignments with strict attention to detail.
• Ability to provide concise, clear, and accurate verbal and written communication to a diverse public and staff.
• Demonstrated ability to supervise student staff while working alongside them to accomplish tasks in the most efficient manner possible.
• Knowledge of personnel management, budgeting, and facilities management.
• Knowledge of safe working practices, including equipment safety guidelines and proper lifting techniques.
• Ability to direct management goals, facilitate change, and create and implement innovative programs.
• Excellent verbal and written communication skills.
• Ability to compile, prepare, write, and review reports.
• Must acquire CPR/AED and First Aid certification within three (3) months of employment. Certification must be kept current.
• Must be able to work a varying schedule that includes evenings and weekends.
• Ability to establish and maintain effective working relationships with a variety of staff and the surrounding community.
• Must be fingerprinted and pass a background check. Must continue to meet the established standards.

PREFERRED QUALIFICATIONS

• Experience working with commercial audiovisual control panel equipment (e.g., Extron or similar product).
• Experience working in a university or college student union or another event venue.
• Involvement in professional societies and organizations.
• Meeting or Event Planner Certification from an accredited association.

DUTIES AND RESPONSIBILITIES

The Coordinator, Reservations and AV Equipment assists with the management and direct supervision of The WELL’s conference and activity space, coordinating all physical elements of event setup, including audiovisual equipment, furniture, staging, and overall room appearance. This position supervises the facility reservation process, physical setup of events, and provides technical audiovisual support for all audiovisual equipment in The WELL in collaboration with various departments. This position advises the Manager, Reservations and Informal Recreation and the Assistant Director, Special Events and Informal Recreation of policy or operational improvements and supports current partnerships while developing new relationships that support the mission of The WELL. This position reports to, and receives general direction from, the Manager, Reservations and Informal Recreation. The Coordinator, Reservations and AV Equipment will supervise all event services staff including interns, student assistants, student supervisors, casual employees, and volunteers.

The specific duties and responsibilities are as follows:

• Assists in maintaining the master calendar for The WELL, ensuring that programs and events are scheduled in accordance with policies and guidelines, and that set-up/breakdown occurs in a timely manner.
• Assists in managing event and facility reservations, staffing, logistics, and follow-up for all events held in The WELL, which includes all evening and weekend events in the facility, while providing excellent customer service to all patrons.
• Creates and leads a staff and volunteer team including hiring, training, development, and evaluation of staff and volunteers. Analyzes and establishes proper staffing levels to meet program safety standards.
• Develops and supervises the physical room setup for conference and activity space event reservations in The WELL. Ensures that all room set-ups are timely, accurate, functional, clean, neat, and ready for customer use, working alongside student staff as needed.
• Sets up and operates many different types of audiovisual equipment including, but not limited to, portable and built-in sound systems, video/data projectors, wireless and wired microphones, portable handheld electronic devices, video switching, and theatrical lighting systems. Integrates WELL equipment with computers and equipment supplied by event sponsors.
• Designs and implements hybrid (virtual/in-person) meeting infrastructure, based on specific customer requirements including, but not limited to, the physical setup of the equipment, cabling, troubleshooting hybrid meeting software/laptops, as well as providing training to student staff on how to follow similar steps from the ground up.
• Trains staff and works alongside staff to perform on-site event management including meeting with customers, troubleshooting audiovisual problems and finding solutions for problems, monitoring events with regard to proper safety procedures, and coordinating with catering staff as needed.
• Provides exceptional catering assistance, including being fully versed in Campus Dining services offerings and all aspects of catering services. Works closely with all involved parties to coordinate customer needs, catering operations, WELL services, and other support services.
• Works with supplemental audiovisual equipment and personnel when events require the addition of new sponsor-provided equipment.
• Works with the Manager, Reservations and Informal Recreation, to create an inventory management plan, including tracking physical inventory, compiling inventory reports, and making recommendations for future inventory purchases.
• Ensures that all audiovisual equipment is accounted for and properly secured before, during, and after each event.
• Regularly performs and supervises student staff in preventive maintenance for event equipment.
• Works with Union WELL Inc. IT services to respond timely and effectively to audiovisual technical issues and special event wireless and network accommodations as they arise throughout the facility. Troubleshoot audiovisual issues in collaboration with Union WELL Inc. IT services and various WELL departments.
• Works with audiovisual vendors to troubleshoot issues and replace and/or refresh equipment as needed.
• Researches best practices and innovative product information for audiovisual equipment and consults with Union WELL Inc. IT services to provide technical specs and product information towards equipment purchases.
• Conduct staff trainings for various WELL departments in order to effectively utilize the state-of-the-art theatrical lighting system.
• Contacts customers following events to evaluate services and customer satisfaction. Compiles and disseminates evaluation data to facilitate service improvement while documenting event successes and ideas for improvement. Follows up on customer feedback and implements changes to improve customer service.
• Responsible for risk management associated with all assigned program areas. Consults as needed with the Manager, Reservations and Informal Recreation and proposes appropriate policy changes to provide a safe environment for all.
• Ensures that assigned staff are provided safety training and attend safety meetings, and that staff conduct daily safety inspections of equipment for compliance with standard industry regulations. Develops and conducts safety and risk management training for staff regarding equipment and other related items and/or activities.
• Initiates WELL invoicing for the proper amounts following billable events, submits potential invoices to the Manager, Reservations and Informal Recreation and/or Assistant Director for review, and then sends invoice worksheet to financial services department for review.
• Assists in the management and development of all financial transactions pertaining to reservations and event services at The WELL. Assists the Manager, Reservations and Informal Recreation in creating an annual budget for all associated programs.
• Recommends future modifications to programs using structured customer feedback. Makes improvements and recommends innovations and changes that enhance the programs and facility.
• Supports and maintains a sound working relationship with all partners in The WELL, in order to create a dynamic and fully collaborative recreation and wellness program.
• Assists the Manager, Reservations and Informal Recreation with creating a strategic plan that is responsive to student, faculty, and staff input regarding programs and services in The WELL.
• Must be able to work evenings and weekends based on event schedule.
• Other job-related duties as needed.

Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises.

***AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER***

Job Type: Full-time

Pay: $3,758.00 - $5,637.00 per month

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Sacramento, CA 95819: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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