Job Details

Special Events Assistant

Classification: Administrative Support Coordinator I
Department Name: University Special Events
Job Number: MB2019-CB2545
Status: Open Until Filled
Priority Screening Date: 08/05/2019
Recruitment Status: Apply today! Application Screening Extended: Tuesday, August 6, 2019

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.

PURPOSE:

Under the general direction of the University Events Manager, the Special Events Assistant performs the full range of administrative and clerical work assignments in support of the department, and the coordination of events as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Responsible for supporting the University Affairs &Special Events department, programs and ceremonies on and off campus. On campus locations include, but are not limited to, the Alumni and Visitors Center and University House. Off campus locations as assigned.
• Event responsibilities may include processing facility reservations, making arrangements for site logistics (e.g., catering, decor, facilities service requests, and equipment), preparing layout diagrams, overseeing setup and break-down, processing special requests, interacting with clients, meeting and exceeding expectations, coordination of audio visual support, resolving problems or issues, and troubleshooting as needed.
• Provides general event support in planning, coordinating and implementing events, programs, and ceremonies as assigned, including campus wide special events, presidential, donor, fundraising and friend-raising.
• Composes correspondence, reports, and other documents as requested. Schedules meetings, prepares agenda, takes meeting notes, prepares and distributes post-meeting reports, and follows up on action items. Prepares estimates and final sales invoices. Accepts and tracks RSVPs for events, creates name tags, place cards and table seating charts.
• Maintains and organizes department inventories, including wine, equipment, and event items. Keeps shared comprehensive system of files and records for both electronic and physical materials, including shared calendar. Creates operational manuals for events. Maintains office supplies; handles sensitive information and documents, and maintains strict confidentiality.
• Provides tertiary support to AVC Front Desk. Works with students assistants to complete tasks and monitors assigned work. Provides customer point of contact services and office assistance as assigned. Provides administrative, backup, and event support to other departments as assigned. Provides technical support for AVC.

Other Functions:

• Assists with the event forms, documents, and e-mail conferences.
• Performs other job-related duties and special projects as assigned.

Knowledge, Skills and Abilities:
Thorough knowledge of: correct English, including grammar, spelling, punctuation and editing; office systems and ability to use a broad range of technology, systems, and packages. Detailed knowledge of or the ability to quickly learn applicable university infrastructure, policies and procedures. Working knowledge of budget policies and procedures. Experience to be fully functional in all technical aspects of work assignments.

Ability to: quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; make sound independent decisions and recommendations based on current policies and procedures and a thorough analysis of current situations; independently handle multiple work unit priorities and projects under strict deadlines; apply a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data and make simple projections; draft and compose correspondence and standard reports; effectively handle a broad range of interpersonal contacts, including those at the highest level and those requiring strict confidentiality; address common and unique problems using reasoning and judgement to develop practical, thorough, and creative solutions; establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing, a professional, persuasive and tactful manner.

Minimum Qualifications:
Knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Specialized Skills:
At least three (3) years of event experience and related office work experience. Basic knowledge of audio visual equipment and operation. Excellent customer service skills. Ability to show initiative and adapt to new situations. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. Ability to make group oral presentations. Outstanding time management skills; ability to coordinate logistics and execute project details with an awareness of deadlines. Demonstrated ability to address the essential functions associated with this position including knowledge and abilities identified above.

Preferred Qualifications:
The ability to understand, interpret, and communicate procedures, policies, information, ideas and instructions; apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions; establish and maintain cooperative working relationships within a diverse, multicultural environment. Technical fluency with Microsoft Office Professional Suite, including Project, and Google mail and calendaring programs. Higher education experience.

Special Conditions of Employment:
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check)
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
• This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the Universitys liability coverage.
• This position has been designated as a sensitive position with responsibility or access/possession of building master or sub-master keys for building access

PHYSICAL ENVIRONMENT:

Work hours are expected to be 9AM 6PM with heavy evening hours, Monday-Friday. Must be able to work flexible hours, including days, evenings and weekends, on a regular basis. Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Requires travel between campus offices and off-campus locations.

Compensation and Benefits:

• Type of Appointment: Full-Time, Probationary
• Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
• Anticipated Campus Hiring Salary: Mid $3,000s/month
• CSU Salary Range
• FLSA Status: Non-Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5422

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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 University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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