San Francisco State University

• SFSU INTERNAL APPLICANTS ONLY*

Working Title

Senior Conference and Event Services Specialist

Positions Available

1

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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 may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Housing, Dining & Conference Services

Appointment Type

This is a one-year probationary appointment.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday-Friday 8:00 AM-5:00 PM

Anticipated Hiring Range

$5,608.00 - $6,070.00 per month ($67,296.00-$72,840.00/year)

Salary is commensurate with experience.

Position Summary

Under the general direction of the Dining & Event Services Director, the Senior Conference and Event Services Specialist is responsible for all aspects pertaining to scheduling guest suite rentals and summer conference programs, including overnight spaces, meeting rooms, and dining services to internal and external clients. The incumbent meets with internal and external clients to recruit conferences to San Francisco State University.

The position will serve as the primary contact summer conferences and year-round guest suite bookings. During the summer conference season, the incumbent manages and operates up to 6 (six) residence halls, which can accommodate up to 2,200 guests. The incumbent coordinates the contractual stage of the process, ensuring services are met during the groups' stays, including facility preparation, services while in residence, facility turnover, check-in/check-out process, keys and card access, billing/account reconciliation, and payment verification. The incumbent is responsible for maintaining reports throughout the summer and the planning process prior to the season and creating a survey to evaluate the overall result to improve Conference Services area. The incumbent develops a conference services plan that includes occupancy management, rate development, and marketing efforts to target prospective clients. This position is responsible for analyzing current event trends and providing yearly market rate studies to determine event space fees for the University.

The incumbent will work closely with Employee & Family Housing, Housing Facilities, Residence Life, Enterprise Risk Management, Residential Dining Services, Division of Campus Safety and other units to provide excellent customer service and a safe environment for the clients. The incumbent hires, trains and supervises 1 (one) Administrative Analyst/Specialist I, up to 4 (four) seasonal Casual Workers (Summer Conference Coordinators) and up to 35 Summer Conference Student Assistants.

The incumbent is responsible for providing leadership, direction, strategic planning, training, and staff development for the Conference Services unit, all focused towards financial success while delivering superior customer service for conferences and events that meet the educational mission of the University.

Position Information

BUSINESS OPERATIONS

• Provide operational leadership and direction for the daily operation of the program in accordance with applicable University and governmental regulations, directives, policies, and procedures.
• Collaborate with campus stakeholders (i.e. Enterprise Risk Management, Facilities, University Enterprises, University Police) to enforce and update all policies and procedures regarding client security and safety.
• Ensure business meets the Mission of the University.
• Participate and keep abreast of professional organizations and trends relevant to University conference and event planning to promote our services on and off-campus.
• Collaborate with ITS to periodically update the databases used within Conference & Event Services.
• Ensure that all contracted details are delivered, including, but not limited to staffing services, furniture set-ups, logistics, signage, and services prior to each event, summer overnight conference program, and guest suite rentals.
• Inspect and ensure that standards and high level of customer service are consistently maintained.

MARKETING & SALES

• Utilize creative and proven methods to develop an effective marketing strategy including re-branding and web presence to maximize usage of under-utilized academic and housing spaces throughout the year and maximize revenue stream for Conference & Event Services and campus partners.
• Attract and develop relationships with potential clients on and off campus; effectively encourage established clients to provide return business.
• Develop program proposals with revenue and cost analysis to plan revenue and business.
• Research, analyze, develop, and evaluate operations, practices, and programs to enhance service, solve problems, make recommendations, and implement improvements to the program.

STAFF OVERSIGHT & DEVELOPMENT

• Supervise and train up to 1 (one) FTE, 4 (four) seasonal casual workers and 35 student assistants in all facets of conference services.
• Develop a training program in collaboration with the Conference Services Supervisor for temporary workforce during the summer months.
• Inspect and ensure that standards and high level of customer service are consistently maintained.
• Collaborate with the Residential Dining and Catering Department of the University-contracted food services vendor to develop periodical events to showcase facilities and food service operations.
• Develop a campus-wide training on conference and event planning on campus.
• Inspect and ensure that standards and high level of customer service are consistently maintained.

Other Duties as Assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management

. • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.

• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Preferred Qualifications

• Seven or more years’ experience in conference and event services, including contract negotiations, catering, logistics and execution.
• Seven or more years’ experience supervising and mentoring staff.
• Experience with EMS (Event Management System) or other event management software.
• Supervisory customer service experience in a hospitality-related environment.
• Ability to troubleshoot complex and varied client related problems in a fast-paced environment.
• Thorough knowledge of Microsoft Office.
• Experience with EMS (Event Management System) or other event management software.
• Demonstrated experience working with diverse populations.

Required License/Certification

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 Revised July 21, 2017 as a condition of employment.

Environmental/Physical/Special

• Occasional work on weekends, holidays or evenings.
• Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information, and to occasionally travel to other offices or locations to conduct walkthroughs, attend meetings or to pick up/deliver materials.
• Position requires the ability to carry a department provided mobile phone and answer calls during the work schedule.
• Some physical activity may be required (on occasion) including, but not limited to room set-ups and equipment setups.
• Ability to lift up to 20 lbs.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

• SFSU INTERNAL APPLICANTS ONLY*

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