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Details
Posted: 05-Feb-23
Location: San Diego, California
Salary: Open
Internal Number: 3867997
Aztec Student Union Director
Priority consideration deadline is Friday, February 17, 2023.
GENERAL PURPOSE: Under the supervision of the Executive Director, provides for the overall operation, programming, marketing and utilization of the LEED Platinum Certified Aztec Student Union. Ensures the Conrad Prebys Aztec Student Union is appropriately positioned as the center of student activity with services, programs and facilities designed to reflect and address the needs of the campus community. Supervises Aztec Lanes, student union programming, all scheduling and meeting services; setup, audiovisual and event production services, University Information Center and Lost & Found, custodial, maintenance and repair functions for Aztec Student Union and Scripps Cottage, in accordance with LEED for Existing Buildings: Operations & Maintenance certification standards. Acts as primary liaison to Aztec Student Union lessees. Ensures quality service to all users especially student organizations, conference, rental and other customers of Aztec Student Union. Coordinates project management of major building projects in Aztec Student Union and other Associated Students facilities from point of conception to completion, as assigned. Works successfully with the diverse student population including student leaders, employees and volunteers; serves as the Executive Director's designee and advisor to the Aztec Student Union Board.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
- Ensures the day-to-day programming and operations of Aztec Student Union, Aztec Lanes and Scripps Cottage facilities
- Ensures the development, planning, coordination and management of all student union program opportunities and services to comply with the Association of College Union International (ACUI) Role of the College Union
- Initiates programming changes, needs and ideas to enhance the operations and use of the facility that include alternate sources of revenue production
- Maintains an affirming and supportive environment through advising, communication, strategic thinking, leadership opportunities, and education in order for students to take full advantage of their student experience
- Evaluates strategies and programs to measure the achievements of the established goals and seek innovative ways to continually improve services and the Aztec Student Union facilities
- Directs and leads a comprehensive department ensuring compliance with safety and risk management, liability policies and procedures, and following generally accepted event planning principles
- Ensures continuous evaluation, benchmarking, and comprehensive assessment of department services, programs, facilities, personnel, safety, and risk management
- Oversees the management, operations, programming and services of Aztec Lanes
- Collaborates and coordinates with campus partners for third-party conferences, events and programming
- Promotes awareness of Student Union programs and services policies and information for the campus community by working collaboratively with Marketing and Graphics to ensure timely and accurate marketing plans, departmental publications, web pages, and social media presence
- Ensures master schedule for facility and equipment use prevents scheduling overlaps
- Ensures customers are provided with appropriate setup arrangements (furniture and equipment) that are in compliance with CA State Fire Marshal requirements for fire and life safety control
- Ensures all facility management and staffing levels are maintained to ensure successful event and program execution and proper utilization of facilities
- Ensures coordination with outside service contractors and vendors as appropriate to meet programming and customer needs
- Ensures adherence to all SDSU campus policies and procedures
- Ensures development, implementation and adherence of Aztec Student Union building use policies and procedures
- Ensures current information is disseminated and services provided through the University Information Center and Lost & Found
- Ensures adequate planning, implementation and evaluation of all Aztec Student Union Programming programs to include films, speakers, lectures, concerts, comedy shows, coffeehouse, art exhibits, musicians and various special events such as Aztec Nights, Homecoming, GreenFest, Night and Weekend Programs and Finals Study Lounge, etc.
- Makes programming changes, assesses needs and develops ideas to enhance the attainment of bookings for the facilities under supervision
- Ensures adequate maintenance and appearance of facilities and that equipment is maintained at all times
- Ensures appropriate planned and preventive maintenance programs are designed, budgeted and conducted for all facilities under direction. Ensures regular walk through of the facilities and inspections of all equipment to ensure maintenance are conducted in a timely manner
- Ensures adherence to LEED for Existing Buildings: Operations & Maintenance certification requirements for Aztec Student Union
- Ensures preparation of needed work orders or repair reports on proper forms with all pertinent information completed. Monitors the progress of requested work and priorities for work as required and reports to Building Services Department updated work priorities
Administration
- Ensures all corporate and departmental deadlines are met and procedures are followed
- Ensures daily office tasks are completed in a timely manner according to established guidelines
- Ensures adequate internal procedures are established and that all transactions are conducted accordingly
- Ensures purchase orders are prepared in a timely manner and in accordance with purchasing policies
- Ensures service contracts and related insurance requirements are current
- Ensures department policies and procedures are established
- Ensures necessary reviews and internal audits are conducted in adherence to internal control procedures
- Ensures maintenance of accurate records for all transactions
- Meets regularly with supervisor to review building programming, operations and updates
- Reviews and ensures payroll documentation and requirements are completed and deadlines are met
- Reviews budget activity reports and submits corrections to A.S. Accounting on a monthly basis
- Develops department goals
- Ensures the review of fixed asset disposition inventory per A.S. Accounting requirements and deadlines
- Serves on various committees as assigned
Customer Service and Collaboration
- Develops and maintains positive working relationships with university and/or community representatives and other regular contacts and customers
- Ensures A.S. customer service guidelines are met by all staff in department
- Ensures department guidelines are established and met by all staff in department
- Holds regular meetings with the staffs of University departments and/or community organizations affected by operations to communicate schedules, event plans and potential problems or concerns
- Serves as a liaison to senior level personnel in Student Life & Leadership, Facility Services, Environmental Health & Safety, Facilities Planning, University Police and Aztec Shops
- Advises Aztec Student Union Board and provides program advisement and consultation to all student board and committee members, student organization and campus volunteers and representatives
- Ensures appropriate leadership of the Aztec Student Union Board is provide
- Ensures adequate staff coverage for meetings, ensuring members are familiarized with board and council functions, membership is complete and agenda and minutes are prepared in a timely and accurate manner
- Ensures effective communication and working relationships with Board and Council members is established and maintained
- Ensures credible, accurate information, together with professional advice, preparation of research, reports and other appropriate information, is dispensed to Board members as needed. Provides timely review of matters to be brought before the Board
- Successfully demonstrates an understanding of and commitment to mutual respect and appropriate roles of collegiality between students and staff within the context of a student-directed corporation
- Maintains objectivity in all interactions with students, without personal bias or preference, to ensure all staff recommendations and advice contribute to student decision-making which is free of undue influence and considers all pertinent information as well as any viable alternatives
Budget
- Maintains annual budget and applies fiscal and budgetary planning techniques within financial constraints. Monitors all purchasing decisions
- Ensures timely preparation and approval of annual budget
- Ensures year-end results meet approved budget
- Monitors budget regularly and ensures adherence to budget guidelines and deadlines
- Meets budget preparation, rebudget submittal and capital request deadlines
- Develops, reviews and revises long range replacement schedules and obtains cost estimates to ensure accuracy in budget forecasting
- Reviews budgets and payroll reports, submits account corrections
Safety
- Ensures all operations are conducted with safety of staff and customers as first priority and in accordance with the Injury and Illness Prevention Plan and other safety policies
- Ensures compliance with Associated Students' and departmental Code of Safe Practices. Assists in developing and revising departmental Code of Safe Practices as needed
- Adheres to the Injury and Illness Prevention Plan and ensures all department safety plans are up-to-date and followed
- Responsible for ensuring that injury and illness prevention is effectively practiced at the departmental level, and that employees are made fully aware of the provisions of the IIPP which apply to their departments
- Ensures comprehensive on-site safety inspections of the Aztec Student Union facilities and programs are conducted on a regular basis. Ensures all areas are clean, in good repair, and in compliance with respective safety codes
- Ensures employees are provided safety training and attend safety meetings regularly. Maintains attendance records of safety meetings as required by OSHA rules. Develops and maintains safety audit program for all programs
- Ensures practice of the implementation of safety/risk management procedures. Conducts mock injury/accident drills via actual rehearsals of proper procedures, ambulance response, crowd control, media relations, etc.
- Ensures participant accident reports, employee injury reports, incident reports, supervisor's logs and safety suggestions of staff and participants are maintained and reviewed regularly and reported to the Human Resources/Risk Management department. Ensures recurring accidents, trends or unusual situations are analyzed and identifies probable causes of each accident and effects change
- Ensures staff complete required training and certifications applicable to job duties
- Ensures safety and security practices are followed for all Student Union building occupants, customers and guests. Provides immediate response to situations, and communicates appropriately with University Police Department and ensures compliance with Associated Students policies and procedures for accident and injury reporting
Staff Management
- Conducts hiring/ termination, training, development and evaluation of staff and volunteers under supervision in a high-quality fashion
- Maintains appropriate staffing levels to facilitate satisfactory operation of the areas under supervision.
- Ensures all hiring/termination is conducted in accordance with A.S. policy and timelines
- Ensures each employee is given written information about their job responsibilities, procedures and policies
- Provides each employee an orientation and introduction to the corporation, facility, department and personnel, including the specific standards that apply to each area
- Describes each job's relationship to both the mission of Associated Students and the Aztec Student Union and its uniqueness as a student-directed corporation
- Educates employees on all current Union and University policies
- Directs the work courteously and gives clear, specific and realistic goals. Includes methods of accomplishment and accountability as appropriate
- When assigning tasks, provides information, training, materials and support as appropriate
- Assesses and monitors each employee's knowledge, understanding, ability, readiness and willingness to perform each assignment, then makes appropriate response
- Conducts effective staff meetings frequently and regularly to ensure timely dissemination of information, changes and items that affect operations and customer service
- Establishes and implements a student staff leadership development program that enhances their college experience and contributes to their success
- Makes corrections positively and promptly and includes specific suggestions for change as soon after the event as possible, considering privacy factors
- Corrects individual problems with staff they supervisor
- Develops, implements and enhances employee job skills training program in order to effectively fulfill the duties related to the successful operations and management of various building systems including meeting the requirements of LEED for Existing Buildings: Operations & Maintenance certification. Includes processes related to establishing/maintaining LEED Platinum Certification/New Construction for Aztec Student Union
Minimum & Preferred Requirements
Education:
Master's degree in business administration, student personnel, higher education administration, or a related field required, or combination of education and experience sufficient to perform the duties of this position
Experience:
- Minimum seven years of progressively significant responsibilities in full-time, professional positions directly related to student union operations and leadership roles
- Minimum seven years of experience directly hiring, training and supervising staff that perform the duties and responsibilities relative to the requirements of this position
- Minimum five years of experience and direct fiscal management responsibility in formulating and managing budgets related to facility services and staffing including budget projections, procurement of supplies/services/equipment and monitoring expenditures
Licenses & Certifications:
CPR, First Aid, and AED certification required (certifications may be obtained within first month of employment)
Trainings:
- Sexual Harassment Prevention for Supervisors
- Data Security & Privacy
PERFORMANCE EXPECTATIONS
- Must professionally represent the Conrad Prebys Aztec Student Union, Associated Students and San Diego State University at all times
- Must be able to perform a high level of customer service in a diverse and constantly changing environment
- Demonstrated success in mentoring work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization
- Commitment to values of diversity, equity and inclusion
KNOWLEDGE, SKILLS & ABILITIES
- Must be self-motivated, self-starter and perform with minimal direction and supervision
- Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues, community members and guests
- Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times
- Possess significant leadership experience in the management of college unions and both professional and student staff
- Proven strong budgetary skills and the ability to evaluate contracts and business transactions
- Ability to operate personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
- Ability to gather and organize data, draw logical conclusions and discern implications
- Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
- Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
- Must be able to facilitate meetings, trainings, and orientations in a professional manner
- Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
- Strong ability to lead and motivate full-time career and part-time student employees and volunteers
- Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting
- Ability to interpret and communicate policies and procedures
- Ability to adapt to and work in an environment of constant change, growth and frequent interruptions
COMPENSATION
Starting range: $115,000- $125,000 per year
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule. Must be accessible 7 days a week to respond to emergency/urgent situations and being on-call 24/7 as required by a variety of circumstances.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work conditions may vary depending upon the location of job tasks required; may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working indoors, the lighting and temperature are adequate. The work environment may involve exposure to various elements including but not limited to: chemicals, dust, fumes, cold, heat, noise, vibrations and dampness. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks.
This position may also call for occasional business-related driving. A valid California Drivers' License and proof of automobile insurance is required.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to standard range.
Depending on program requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 25 pounds.
RELATIONSHIPS
Inside the Organization:
- Reports to the Executive Director
- Supervises:
- Assistant Director of Operations
- Assistant Director of Event Services
- A.S. Assistant Director of Programs
- Aztec Lanes Manager
- Provides direction and works closely with Aztec Student Union Assistant Director of Facilities and A.S. Safety Manager
- Advises student leaders and board members
- Collaborates closely with the A.S. Senior Staff team
- Communicates and coordinates services and projects with:
- Student Union Program Services and Operations
- A.S. Aztec Student Union Board (A.S. student program board)
- A.S. Government Affairs
- A.S. Business Services
- Aztec Recreation (ARC Express)
- Green Love Sustainability Chair (A.S. student committee)
Outside the Organization:
- Aztec Shops
- Aztec Student Union Tenants
- Student Affairs
- Center for Intercultural Relations
- Student Life & Leadership
- SDSU Environmental Health & Safety
- University Police Department
- SDSU Facilities Services
- Contractors and vendors
EMPLOYMENT CATEGORY: Full-Time; Salaried; Exempt; Grade 18
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position. Fingerprinting is required for all employee and volunteer positions that have direct contact with minor children.
To apply, visit https://cta.cadienttalent.com/index.jsp?POSTING_ID=99965805167&locale=en_US&SEQ=jobDetails&applicationName=AssociatedStudentsofSanDiegoStateUniversityFTReqExt
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Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education.Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU."In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.
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