CES Assistant Coordinator

Conferences & Event Services Assistant Coordinator

Conferences & Event Services
Job #543992
First Review Date: Thursday, January 2, 2024

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #543992) Administrative Support Coordinator II, CES Assistant Coordinator, Hiring Range: $23.40 - $24.60/hour. This is a temporary, intermittent hourly, non-benefitted, non-exempt position in the Conference & Event Services Department. Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

 

Position Summary:

Under general supervision of the Gutswurrak Student Activities Center Executive Director and lead direction from the CES Coordinator and CES Operations Specialist, the CES Assistant Coordinator provides overall administrative support for Conference & Event Services. This position will be responsible for assisting in campus scheduling and event coordination, as well as providing customer service support for Campus users.

 

Key Responsibilities:

Internal Campus Reservations and Event Support

 

• Monitor 25Live for reservation requests of centrally managed spaces (outside of academic course import); approve space requests and coordinate space logistics.
• Create event layouts and logistic sheets for events and space use.
• Coordinate internal charges incurred by use of space; gather costs, communicate costs with department, club or campus organization and supply appropriate billing information to Accounts Receivable.
• Provide ongoing 25Live training to campus users submitting reservation requests. Field questions and provide information or directions to additional resources as needed.
• Assist with monitoring CES email inbox by organizing, filing and sending & responding to emails.
• Assist with Info Desk operations; providing direction with campus scheduling and event needs, general information and resources, approval of posters, tabling, staking, and chalking requests and maintenance of University bulletin boards across campus that are marked for general posting.
• Assist with CES social media accounts, posting and cross-posting campus events.
• Assist with emailing a survey platform to gather feedback on centralized scheduling and event coordination.

 

Provide event support, oversee facility use and serve as designated campus host       

• Ability and willingness to work evenings and weekends as required.
• Assist with promoting and showing campus facilities to potential clients.
• Assist in all aspects of facility use preparation and execution including but not limited to event set-up and take down and operating audio/visual equipment.
• Provide lead oversight and work direction for the physical room setup for meeting, conference, and event rooms. Work alongside student and intermittent hourly staff as needed, and ensure that all room setups are timely, accurate, complete, functional, neat, clean, and ready for customer use prior to each event.
• Troubleshoot