The Role
Coordinate and schedule events and conferences across Student Union facilities. Serve as a liaison with campus departments, student organizations, and vendors; plan, organize, and prioritize event operations. Perform administrative and financial support functions, supervise staff, and ensure strong customer service. Complete required compliance, background checks, and maintain safety certifications.
Summary Generated by Built In
Position Overview
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.
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.
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 supervision of the Associate Director, responsible for the scheduling, clerical and administrative functions for the Event Services, SRAC, Event Center and other Student Union locations. Assists with events coordination, prepares diagrams as assigned and event confirmations for Student Union events and operations to include daily event activities support.
Essential Functions and Tasks
Essential Functions and Tasks
- Consults with customers for the Compean Student Union Building (SU), the Provident Credit Union Event Center (PCUEC), and the Spartan Recreation and Aquatic Center (SRAC) concerning space reservation needs to determine suitability for requested activities, and assign rooms in the SRAC facility, Event Center, SU and non-academic spaces in other campus locations as needed.
- Informs clients regarding spaces assigned, policies and procedures, and deadlines relative to reservation processes, verbally and or in writing.
- Notifies Event Services Directors, and appropriate managers or users regarding coordination of event needs and activities for space reservations. • Meets with customers regarding use of room space, including planning, and confirming room dimensions. Prepares diagrams for event spaces as assigned.
- Prepares daily event reports for SRAC, EC and SU operations staff and other users.
- Prepares event confirmations and estimated costs for Student Union locations and follows through completion of signatures and other event forms required.
- Compiles lists of individuals and groups requesting activity space for the SRAC & EC.
- Maintains records of available space, space used, and cancellations.
- Creates and maintains master calendar of all reservations for SRAC & EC. Maintains and distributes calendars of scheduled events and activities.
- Assists with processing event insurance for Student Union events and other locations.
- Prepares A-frame maps for Student Union event signage and communicates to event operations team for placement of directional signs.
- Assists with the clerical and administrative functions of the Event Services Office and supports student assistants.
- Demonstrates excellent customer service, promptly responds to all customer needs.
- Ensures strict adherence to all Student Union cash handling and accounting policy and procedures.
- Assists with providing clients with tours of the Student Union event spaces.
- Performs other job-related duties as assigned.
Qualifications
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.
- Must have current First Aid and CPR certifications, and Blood Borne Pathogen training, or acquire them during the first six months of employment (which can be accomplished through Student Union staff trainers).
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 and able to work with people of diverse backgrounds.
- 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, Sheets), Microsoft Office (Word, Excel, PowerPoint), Event Management Scheduling systems.
Work Requirements
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 periods of time
- Physical agility to lift 20 pounds to shoulder height
- Physical agility to lift, carry, push, or pull objects 10-25lbs
Employment Information & Policies
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.
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.
Post-Employment Benefits: The Student Union, Inc. provides lifetime retiree medical and dental coverage to eligible employees and their dependents who retire at the age of 55 and have 5 or more years of employment with the Student Union, Inc.
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.
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 complete 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.
Student Union employees are required to undergo and complete 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 [email protected].
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 [email protected].
- 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.
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.
About
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.
Skills Required
- Bachelor's degree in a related field or an AA degree with 2 years of administrative supportive experience
- One year of supervisory experience
- Experience within a university community, including student unions, student activities, residence life or student development
- Experience in a large, non-profit corporation
- Current First Aid and CPR certifications and Blood Borne Pathogen training, or ability to acquire within six months
- Understanding of event scheduling and facility operations
- Experience organizing, prioritizing, and coordinating work activities in a customer service setting
- Excellent interpersonal skills and ability to work with diverse backgrounds
- Strong oral and written communication skills
- Demonstrated ability to plan, organize and prioritize daily activity and develop/coordinate programs
- Demonstrated ability to perform administrative and financial functions in support of operations
- Experience with Google Suite (Gmail, Docs, Sheets), Microsoft Office (Word, Excel, PowerPoint), and Event Management Scheduling systems
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The Company
What We Do
The Student Union, Inc. is a non-profit corporation that maintains three major facilities at San José State University, supporting student development and the campus community through diverse programs, services, and quality facilities.
