Career Center

Aztec Student Union Operations Supervisor


Priority consideration deadline is Friday, May 19, 2023.

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Under the supervision of the Aztec Student Assistant Director of Operations, the Aztec Student Union Operations Supervisor ensures facility operations and services are executed efficiently and in accordance with high customer service standards. This position assists with the logistical planning, coordination and execution of furniture set-up, equipment needs, and staffing for meetings and events in the Aztec Student Union and Scripps Cottage. Responsibilities include front-line customer service, safety and security, crowd control management, emergency response, and communicating Aztec Student Union and campus policies to customers and guests. Additionally, this position supervises part-time student staff to deliver a high level of customer service with an emphasis on student learning and employee growth.



ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Provides on-site supervision of facility operations and all events, programs and meetings within the Aztec Student Union and Scripps Cottage
• Leads and assists with setting, striking and converting meeting room and event setups as needed. Provides feedback and instruction to staff to ensure all details are completed
• Ensures safety and security practices are followed for all Aztec Student Union building occupants, customers, and guests. Provides immediate response to situations, and communicates appropriately with University Police Department, as needed
• Oversees the University Information Center (located in the Aztec Student Union)
• Supervises Operations part-time students (approximately 60 part-time students)
• Accurately communicates event needs between all staff and contracted services in collaboration with the Aztec Student Union Reservations Staff
• Meets with clients regarding upcoming events focusing on event logistics as needed
• Assists in ensuring adequate set-up and strike times are established for all meeting and special events
• Assists in coordinating and scheduling contract services, including furniture and equipment rentals, custodial services, security, audio visual technicians, and all event-related services
• Formulates security and event staffing plans
• Conducts pre-event briefings with all event staff and contract services to ensure all safeguards and practices communicated for effective event and crowd control management
• Meets with clients and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory; handles last minute issues as needed
• Assists in providing audio-visual services and trouble-shooting in coordination with, or in the absence of, the Technical Services Coordinator
• Ensures compliance with A.S., Aztec Student Union and campus policies and procedures

Facility Maintenance

• Assists in conducting regular and frequent inspections of facilities and immediately addresses discrepancies with cleanliness, overall maintenance, and safety concerns. Reports discrepancies to supervisor and Assistant Director of Facilities and/or submits work orders. Areas include but not limited to:
  • Ensuring meeting and event spaces are properly set according to reservation requirements
  • Ensuring furniture in public use areas (outdoor, lounge, and other common areas) are always properly set, clean, and maintained by reporting any areas of concern
  • Ensuring restrooms are clean, maintained and supplies stocked by reporting any areas of concern
  • Ensuring all storage rooms are maintained properly

• Assists in coordinating and executing building evacuation drills and other safety related programs
• Provides feedback regarding planned and preventative maintenance programs for all meeting and event spaces, furniture, program equipment and audio visual equipment
• Notifies the Assistant Director of Facilities and staff regarding maintenance and appearance issues, including assisting with basic repairs and scheduling repairs through contracted services

Staff Management

• Ensures all hiring/termination, training, development and evaluation of staff and volunteers under supervision in a high-quality fashion
• 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 its uniqueness as a student-directed corporation
• Educates employees on all current A.S., Aztec Student Union and University policies
• Directs the work courteously and gives clear, specific and realistic goals. Includes methods of accomplishment and accountability as appropriate
• Assesses and monitors each employee's knowledge, understanding, ability, readiness and willingness to perform each assignment, then makes appropriate response
• 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 supervise in a timely manner
• Conducts effective staff meetings frequently and regularly to ensure timely dissemination of information, changes and items that affect operations and customer service

Customer Service & Collaboration

• Ensures A.S. and Aztec Student Union customer service guidelines are met by all staff in department
• Professionally represents the Aztec Student Union while participating in meetings
• Develops and maintains positive working relationships with university or community representatives and other regular contacts and customers

Minimum Requirements
Minimum & Preferred Requirements

Education:

• Four year degree from an accredited college or university preferred, or equivalent combination of education and experience

Experience:

• One year minimum experience in the college union field, related higher education areas or in the meeting, hospitality and special events industry relevant to this position required
• One year minimum experience in the production and execution of meetings, conferences and special events including hands-on experience with furniture, staging and equipment placement, production, and inventory control required
• One year minimum experience with various types of industry-standard room configurations required
• One year minimum experience with basic meeting room audio-visual equipment required
• One year minimum experience providing work direction and supervision to staff in a high-volume customer-service environment required
• Experience with basic fire and life safety policies and emergency evacuation procedures for meeting and event planning and crowd control management required
• Experience supervising and working directly with college students preferred
• Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System - Enterprise Version (EMS) and Meeting Matrix preferred
• Experience with the needs and requirements of guests with disabilities and experience with ADA guidelines preferred
• Experience working with caterers, productions companies and a variety of contracted services preferred
• Knowledge and experience in professional quality audio-visual equipment including concert sound, lighting and multi-media preferred

Licenses & Certifications:

• CPR, First Aid, and AED certification required (certifications may be obtained within first month of employment)
• A valid California Drivers' License and proof of automobile insurance (for occasional business-related driving)

Trainings: (all will be obtained within first month of hire)

• Sexual Harassment Prevention for Supervisors
• Data Security & Privacy
• Golf Cart Use training

Must comply with SDSU COVID-19 vaccine policies and procedures.


PERFORMANCE EXPECTATIONS

• Must professionally represent the Aztec Student Union, Associated Students and San Diego State University at all times
• Commitment to values of diversity, multi-culturalism and higher education
• Commitment to providing all clients an excellent experience by exceeding expectations in all areas
• Commitment to sustainable practices in accordance with the facility's LEED Platinum Certification and LEED Existing Building Operations and Maintenance (EBOM)
• Commitment to working within a team setting providing feedback and being flexible as needed
• Must be self-motivated, self-starter and perform with minimal direction and supervision
• Must be able to facilitate meetings, trainings and orientations in a professional manner

KNOWLEDGE, SKILLS & ABILITIES

• 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
• Ability to operate a computer with 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
• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues 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
• 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 part-time student employees and volunteers
• Ability to interpret and communicate policies and procedures
• Ability to adapt to and work in an environment of constant change, growth and frequent interruptions

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 is required as dictated by the event schedules. Schedule is adjusted to meet the event schedule and building operation hours as needed.


COMPENSATION

Salary Range: $21.79 - $23.08 per hour


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 work and/or events; work and/or events may occur indoors and outdoors, therefore requiring exposure to a variety of elements.

While working in the office, lighting and temperature are adequate with the use of standard office equipment available. 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. Event work may include exposure to moderate to extreme noise, vibrations, flashing lights, dust, fumes, cold, heat, limited lighting in areas, and some exposure to moving mechanical parts. Exposure to artistic expression that may seem offensive to some (written/verbal foul language, creative clothing, etc.) may also occur.



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 and radios.

Depending on meeting and event 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 50 pounds (unassisted) and 75 pounds (with assistance), and using ladders and high scissor lifts.



RELATIONSHIPS

Inside the Organization:

• Reports to the Aztec Student Union Assistant Director of Operations
• Reports to the Aztec Student Union Director in the absence of immediate supervisor
• Works closely with the Aztec Student Union Assistant Director of Programs & Services, Event Planners and Aztec Student Union Assistant Director of Facilities
• Supervises Operations part-time students (Approximately 60 Part-Time)
• Provides daily work direction and on-site supervision to part-time Operations students, Facility Assistants, and Audio-Visual Technicians in the absence of their full-time supervisors
• Works with various A.S. Boards and Committees as assigned

Outside the Organization:

• Communicates and provides work direction to contract service providers
• Communicates and ensures proper scheduling and approval for program-related activities and services through departments including, but not limited to: SDSU Environmental Health & Safety, University Police Department, SDSU Facilities Services, SDSU Business & Financial Affairs, SDSU Student Affairs and Aztec Shops
• Interacts with event clients and attendees

EMPLOYMENT CATEGORY: Full-Time, Hourly, Non-Exempt, Grade 4



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.




To apply, visit https://cta.cadienttalent.com/index.jsp?POSTING_ID=100330502901&locale=en_US&SEQ=jobDetails&applicationName=AssociatedStudentsofSanDiegoStateUniversityFTReqExt









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