Event Scheduling Coordinator (Administrative Support Coordinator Ii), Special Events

Job Summary:

Under the general supervision of the Director, Special Events and Guest Services, the Event Scheduling Coordinator will perform diverse and complex administrative functions related to all aspects of events. The Event Scheduling Coordinator provides high-level senior Administrative Support, independently coordinates the front desk operations, provides customer service, oversees space reservation requests, and assists with events as needed.

Major duties and responsibilities:

• Perform diverse and complex administrative functions related to all aspects of events.
• Responsible for providing information about facilities, billing, policies, and procedures as they relate to events and will be responsible for answering phones, emails, and directing callers and guests to the appropriate staff or resources.
• Serves as the first point of contact for the Special Events & Guest Services Office and will provide a customer-focused, service-oriented, knowledgeable, presence.
• Handles all computer input for bookings utilizing the computer software program, currently EMS.
• Coordinates with on-campus providers to follow up on services and to confirm bookings. Generates reminder calls, emails, and other communications.
• Responsible for billing, collections, disbursements to accounts and confirming that all documents are completed for rentals including contracts, insurance, and other paperwork.
• Tracks and monitors usage, analyzes statistical data, generates reports, tracks facility usage, billings, departmental activities, programs, budgets, reimbursements and keeps track of all data pertaining to reservations and events.
• Provides clerical support that will include developing schedules for office students, tracking student hours, ordering, and maintaining supplies, arranging meetings, troubleshooting office technology and performing other general office support activities.
• May train and oversee student assistants who work the front desk and may handle cash payments.
• This individual will assist with the coordinate commencement registration, questions, and communications.
• Assist on-site at events when needed.

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent
• Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• A general knowledge of event practices is required.
• Applicants must be able to work weekends and evenings. Applicants must be able to work with a highly diverse population.
• Applicant must possess strong written and oral communication skills, along with excellent interpersonal skills.
• Applicants must have strong computer skills.

Preferred Qualifications:

• Equivalent of two years of progressively responsible work experience coordinating events on a university or college campus.
• Knowledge of Peoplesoft and EMS.

Compensation and Benefits:

Anticipated Hiring Range: $3,700 per month

Classification Salary Range: $3,681 - $6,034 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-Exempt/Probationary

Schedule: Typically, Monday through Friday from 8:00 am to 5:00 pm, applicants must be able to work weekends and evenings.

The application deadline is: May 8, 2023

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Drivers License Check

Possession of a valid Driver's License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at  employee.relations@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act