Event Specialist (Administrative Analyst/Specialist I Exempt), University Advancement - Special Events & Guest Service

Job Summary:

Under general direction, the Event Specialist performs the full range of work related to program and policy research, analysis, development, evaluation, and operational analysis related to Special Events and Guest Services. This position provides recommendations and lead work direction to event services. Duties include but are not limited to, assisting with meeting revenue goals, maintaining materials, and providing hands-on trainings to student staff interested in entering the events management or technical production field.

Duties and responsibilities

Events Coordination

• Serves as the primary contact for various rental clients utilizing space in the Performing Arts Center, with a primary focus on external (non-CSUSB) and CSUSB non-academic clients. May provide support for other clients or university facilities as needed.
• Provides project leadership that contributes to the completion of complex events. Uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive and specialized knowledge of production equipment, crew training, external production rentals and other client needs.
• Addresses events management problems using reasoning, interpretation, and application of theories and principles to recommend the wisest course of action. Employs problem-solving skills to meet client needs by developing innovative solutions.
• Accountable for own results in performance and the execution of events. Coordinates event set-ups, equipment training, inventories and facilitates delivery schedules. Researches, develops, plans, implements, reviews and analyzes simple to complex events.
• Represents the university and/or the department in a positive light to internal and external constituents and uses considerable judgment and discretion when applying decision-making to event challenges that require a comprehensive knowledge of event policies and procedures. Provides exemplary customer service and has specialized knowledge of production, vendors, support services, scheduling procedures, and appropriate facility usage to effectively satisfy client needs.
• Ability to quickly assess situations, take appropriate action and assume the responsibility for the outcomes.
• Creates event quotes, contracts, timelines, diagrams, and coordinates facility tours and familiarization meetings with clients and support services.
• Possess a working knowledge of regulations pertaining to events assigned including familiarization with requirements of the Fire Marshal, Health and Safety, Liquor licensing and other regulatory agencies.
• Assists with writing and reviewing event scripts, programs or other communications.
• Monitors and maintains guest attendance through ticket sales, invitations, RSVPs and other databases.
• May handle cash, check and credit card payments for rentals.
• Ensures that all events coordinated are entered into the computer system (currently EMS) and recorded on the Master Calendar with notifications to the proper parties.
• Assists with facilitating cost management and meeting revenue goals for events. Maintains record fiscal results on profit and loss forms and needs to follow up on billings, payables, receivables and the collection of insurance and other essential documents.
• Reviews events, records and interprets feedback for future improvements. Provides policy change recommendations backed by appropriate data. Writes, collects, and analyzes event attendee surveys to evaluate public perception of university service levels. Also collects client feedback and resolves any follow up issues as necessary.
• May visit off-campus sites to coordinate event details.

Training

• Maintains training materials and provides hands-on instruction for student staff who are interested in entering the events management or technical production field.
• Assists with recruiting, hiring, and training students for events management and to relate appropriate academic coursework to the “real world” experience of working on live shows and programs.
• Provides practical instruction that reinforces academic coursework by offering real-world experience in live event settings. Supports the development of leadership, management, technical, and organizational skills applicable to professional environments.
• Provides coordination and lead work direction to students, volunteers, staff, vendors, and/or other events personnel to ensure compliance with policies and procedures. Contributes to training manuals and videos through written, verbal, and videotaped instructional recordings that are uploaded to the Internet. Maintains training manuals as needed to keep them up-to-date.

Participates on campus committees to promote good working