The Director of Special Events and Guest Services is housed in the Office of the President and reports to the Chief of Staff. Its primary purpose is to collaboratively plan and produce high-profile elite events and functions that involve senior university leadership as well as community members, external clients, and donors, ensuring that the highest of standards are reflected in the planning and presentation of events. In addition, the office serves as a gateway for internal and external communities in identifying, scheduling and the billing of appropriate campus venues for the lease and use of facilities. In this area, the office serves as a one-stop concierge service in working with external groups to ensure a seamless and trouble-free experience. The Office of Special Events and Guest Services also manage all aspects of the James & Aerianthi Coussoulis Arena, a 5,000-seat multi-purpose arena.
Employment Status: Full-time "exempt" position
Salary: Commensurate with experience.
Work Schedule: Generally, Monday through Friday 8:00 a.m. to 5:00 p.m. (during Summer term Monday through Thursday 7:00 am to 5:30 pm), and as needed; considerable travel is required.
Deadline: This position will remain open until filled. Applications will be reviewed beginning January 8, 2018.
"Please attach a cover letter, resume (or curricula vitae) and diversity statement. The diversity statement may include your interpretation of diversity, inclusion, gender equity and must include specific examples of how your educational/professional experiences, background/philosophy has prepared you for the role you are applying for at California State University, San Bernardino. (Maximum 250 words)"
The Director of Special Events and Guest Services oversees the operations and programs of the Office of Special Events and Guest Services in its entirety, including Coussoulis Arena management, specifically identified elite campus events and a comprehensive guest services operation designed to provide the external community with a stellar experience in the lease and use of campus facilities. The director plans and implements programming and projects that strategically strengthens the brand and perception of the university for any and all event and arena constituents. The director manages professional and student staff in daily operations, team projects and facilitates recruitment, training, and evaluation of staff. The director is responsible for the preparation, monitoring, updating and evaluation of annual business plan and budget.
Manages large scale and highly visible events that support the mission of the university while enhancing the university's reputation. These events will include commencements, convocations, ceremonial occasions and high profile fundraisers that may involve partnering with external VIP clients and supervision at off-site locations.
Develops, implements and manages all non-academic campus bookings and events with the exception of the Santos Manuel Student Union (SMSU) internal clients. Manages all external SMSU clients when in conjunction with the university facilities. Creates and executes a strategic business plan that incorporates an annual balanced departmental operating budget within university expenditure policies and procedures. Regularly analyzes revenue projections and makes strategic planning adjustments in operations as necessitated by income limitations and budget cuts. Develops interprets, implements and revises rules, guidelines, pricing, policies and procedures in a manner that complies with university, federal, state, and local laws, regulations, and codes.
Plans, organizes, directs and evaluates the work of staff who report to this position and oversees individuals who coordinate work with others, on a daily basis, in various departments of the university including: academic computing and media services, academic colleges, academic scheduling, admissions & student recruitment, advancement, alumni affairs, Associated Student Incorporated (ASI), athletics, duplicating, EH&S, facilities services, housing, parking, president's office, public affairs, public safety, recreational sports, Sodexo, SMSU, University Enterprise Corporation (UEC) and others. Also works with off-campus agencies to ensure that all applicable fire, health, and safety codes are followed during events.
Ensures the development and fulfillment of all written contract specifications, coordinates bidding, awarding, and supervision of the contracts with appropriate university departments, vendors, and clients to ensure the supervision of final settlements of all operational contracts are fulfilled and accurate. Monitors the services and operations of third-party event service companies and vendors for quality of service and compliance with established policies. Ensures timelines are met and schedules are coordinated to optimize services and to provide appropriate operational support.
Manages all contract negotiations, technical riders, staging, sound, lighting, rehearsals, and production needs for events. Oversees and manages all customer service personnel, technicians, production crews and staffing to ensure quality events and to protect the interests of the university. Develops scripts, cue sheets, and other key elements for ceremonial occasions that present the university in a positive light.
Supervises all general business services associated with special events. Implements effective services, keeping appropriate documentation and maintaining an inventory of supplies and materials.
Develops short and long-range planning to improve operational efficiencies and revenue-generating capabilities. Works with on and off campus clients and partners to achieve revenue and service goals. Includes the development of appropriate specifications and recommended equipment, capital items, remodeling, and construction expenditures to meet university expectations.
Serves on appropriate planning, administrative, and other university committees.
Campus Spaces and Facilities Management
Develops and implements marketing strategies and planning that incorporates appropriate research to address advertising and promotional needs. Oversees all marketing and sales materials including brochures, flyers, social media and other adverting in conjunction with external clients including talent and celebrities as well as internal customers (buildings and services).
Interfaces with on- and off-campus users and event promoters to assure appropriate utilization of the university spaces and facility capabilities. Provides users with information on established regulations, policies and procedures and assumes or assigns operational responsibility for all activities scheduled. Works closely with student groups to provide quality services and entertainment that meets their needs, specifically major shows and events. Manages Student Success Initiative (SSI) funding to maximize its effectiveness and ensure proper assessment.
Develops and manages a comprehensive reservation and scheduling system for facilities that maximize use and is responsive to the needs of campus and community users. Maintains accurate records and cost-controls including utility expenses and personnel reimbursements. Addresses technology needs and operational needs. Works closely with academic scheduling to ensure all non-academic spaces are properly utilized and coordinated.
Provides oversight of all campus non-academic scheduling activity and events and provides leadership, expertise and administration for the overall campus conversion and implementation to a common scheduling software program such as EMS. Assists with the development of agreements and partnerships with campus entities, including but not limited to Academic Scheduling, Housing, SMSU, Facilities Services, Parking, UEC, accounting and Sodexho. Formulates the conversion plan and assesses the feasibility of proposed scheduling programs and procedures. Negotiates with appropriate entities to ensure campus-wide compliance with scheduling policies and protocols that will govern all university facilities. Develops appropriate strategies and consults as needed to determine the methods to meet the programmatic and administrative needs of the university.
Development of a cooperative day-to-day working partnership with the Santos Manuel Student Union and the Housing Office and maintains close contact to ensure that specialized facilities meet the needs of the campus. Coordinates food concessions operations with the UEC and catering to accommodate events. Ensures positive and productive customer services.
Hires, trains, supervises and evaluates departmental staff and student employees. Maintains attendance records and ensures payroll is processed appropriately. Makes evaluations and recommendations for staffing levels to ensure that current and future operational needs are addressed. Implements staff development programs that address the needs of staff and students to develop the appropriate technical skills and customer service skills to enhance operations.
Maintains active membership in appropriate associations and attends conferences for professional development.
Provides other duties as assigned.
Master's degree, preferably in marketing, communications, public relations, business or a related field.
Five or more years of successful professional experience working in special events, event management and/or constituent relations.
Demonstrated experience recruiting, motivating, training and managing volunteers that resulted in successful outcomes for both volunteers and the organization.
Strong interpersonal skills and the ability to establish and maintain cooperative working relationships with alumni, students, faculty, staff and campus partners.
Must be able to exercise sound judgment and discretion while engaged with individuals and groups in personal interactions of a sensitive nature.
Must be able to reason logically and analyze and solve organizational and operating problems for one or several program areas.
Demonstrated ability to operate with a high degree of independence, judgment, consistency, and discretion. Applicants must be able to work as part of a dynamic team in a service-oriented, fast-paced environment.
Strong organizational, written and oral communication skills, as well as marketing and public relations skills. The ability to set priorities and achieve timely progress toward goals is essential. Applicants must possess initiative, be detailed-oriented, creative, efficient and able to handle diversified tasks concurrently.
Proficient with Microsoft Word, Excel and PowerPoint. A working knowledge of PeopleSoft and EMS systems is preferred.
Applicants must have the ability to travel, as well as work early mornings, evenings and weekends as needed.
Valid driver's license and private automobile with required insurance.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
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.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
Additional Salary Information: Depends on Qualifications
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.