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Conference and Event Services Coordinator

Working in a team environment and led by the Senior Conference & Event Services Specialist, it is the primary responsibility of the Conference & Event Services Coordinator to plan, promote, administer & organize the business for Conference & Event Services (CES) department and the division of Housing, Dining, & Conference Services (HDCS). All work and responsibilities entail ensuring that contractual obligations are met and superior customer service is provided while striving to meet financial goals.

Administrative

• Administer the day-to-day operations of the summer conference program, guest suite program, external events hosted at SF State, and film permitting. Monitor all in-house activities related to events, maintaining close contact with clients and facility and service staff to ensure the success of all CES programs.
• Ensure that the State of California, CSU, and University fire, liability and alcohol regulations are met for each event contracted by CES. Collaborate with University Police, Residential Life, Risk Management and other as appropriate to maintain adherence to applicable policies and procedures, including care of minors, security, crowd control and alcohol policies.
• Analyze, evaluate, develop and implement procedures and solutions to improve CES programs. Participate in and keep abreast of professional organizations relevant to event planning in order to increase knowledge and professional development.
• Liaison with campus partners including Facilities Services, Information Technology Services, Residence Life, Employee & Family Housing, and Dining Services to ensure contract adherence.
• Provide additional support to other campus departments in the planning and execution of large-scale campus events including, but not limited to: graduations, Commencement, move-ins and move-outs, etc.
• Work with HDCS' Financial Services department to ensure proper and timely invoicing of CES clients.

Customer Service

• Screen inquiries related to the various CES programs from both the campus community and external clients.
• Track and coordinate clients, contacts, and service needs using all available database software utilized by CES (Conference Programmer, Star Rez, EMS, etc.).
• Liaison with various campus-wide service partners on the logistical needs, including technical and lead support, AV needs, facilities support etc. of upcoming summer conference groups, guest suite clients, and campus events.
• Provide information to clients in relation to rates and policies and procedures of various services provided by CES.
• Conduct walkthroughs of the residential community housing accommodations, dining services, and all requisite event spaces.
• Create tools to solicit external clients and service partner feedback and recommend service changes or enhancements based on feedback provided.

Lead & Train

• Assist with the development of training for conference interns and student assistants.
• Train and lead interns and student assistant staff.
• Provide guidance in resolving issues.
• Assist with training and evaluation of support staff, particularly during the summer conference program. Ensure training is compatible with policies and procedures in place for Residential Life student staff, as directed.

Other Duties as Assigned

Minimum Qualifications

In addition to Events and Conference Planner I knowledge and skill requirements, work assignments typically require:
Working knowledge and understanding of event and conference planning and management principles and current best practices. Demonstrates competence in independently applying judgment to resolve non-standard problems and issues. Includes interpretation of applicable regulations, standards, and guidelines. Strong analytical and organizational skills to plan, organize, prioritize, and manage the successful completion of events/conferences within time and budget constraints. Strong communication and interpersonal skills to effectively manage multiple stakeholder relationships and guide the development of appropriate communication and promotional materials.

Ability to effectively lead and train other professionals, less experienced staff, student…