Events and Conferences Coordinator

Position Overview

The Student Union, Inc. is a 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. 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.

Under the supervision of the Associate Director, the Event Services Coordinator is responsible for scheduling, clerical and administrative functions for the Event Services, SRAC, Event Center and other Student Union locations. This role assists with event coordination, prepares diagrams as assigned and event confirmations for Student Union events and operations, and supports daily event activity needs.

• Consults with customers for the Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center concerning space reservation needs to determine suitability for requested activities, and assigns 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 responding 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.