Coordinator I - ASI Events

Definition and Purpose 

Under the direct supervision of the Director – ASI Programs and Services, the Coordinator I – ASI Events is responsible for overseeing the day-to-day operations of the ASI Events program. This includes planning, executing, assessing, and managing the risks associated with ASI Events programs. Certain non-specialized Coordinator duties and assignments are fluid and are periodically reviewed and revised based on program philosophy, professional development, and staff needs. 

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team. 

Requirements

Educational/License/Credential Requirements 

• Graduation from a four-year college or university (8 years applicable experience may be substituted for educational requirement). 

Experience Requirements 

• Minimum three (3) years' experience, five (5) years preferred that demonstrates the ability to perform the essential functions of the job. 
• One (1) year of professional student services experience, including advising student organizations. 
• Minimum two (2) years' experience coordinating programs for students or developing social/entertainment events. 
• Experience in budgeting and fiscal management. 
• Supervisory experience required. 

Knowledge/Skill Requirements 

• Working knowledge of correct English grammar, spelling, and punctuation. 
• General knowledge of office methods, equipment, procedures, and practices. 
• Knowledge of Windows-based computer systems. 
• Ability to effectively communicate both orally and written; strong public speaking ability. 
• Demonstrated skills in group supervision/leadership. 
• Ability to gather and analyze data in order to draw valid conclusions and make appropriate recommendations. 
• Excellent organizational skills and the ability to coordinate multiple projects and meet deadlines. 
• Working knowledge of safety standards, procedures, risk assessment and mitigation. 
• Working knowledge and understanding of financial record-keeping methods, procedures, and practices. 
• Awareness of student programming trends. 
• Working knowledge of the practices, procedures and activities of student personnel development and programming. 
• Ability to effectively negotiate agreements for talent and support services for events. 
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.  
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations. 

Supervisory Responsibilities 

• Directly supervise ASI Events Student Assistants and the Student Manager – ASI Events.. 
• Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations. 
• Train employees in essential duties, customer service and risk management. 

Essential Duties and Responsibilities 

ASI Events 

• Develop and implement a comprehensive special events programming strategy that caters to the evolving interests and needs of the student body, with a specific focus on residential and late-night programming. 
• Collaborate with student organizations, campus departments, and external partners to plan and coordinate a diverse range of engaging and inclusive events that enhance the campus community and promote student engagement. 
• Oversee the review and negotiation of offer letters and contracts with performers, speakers, vendors, and other event partners, ensuring compliance with policies, required timelines for execution, and legal requirements. 
• Develop and implement assessment methods to evaluate the success and impact of special events, collecting feedback from attendees and stakeholders to inform future programming decisions. 
• Ensure compliance with safety and risk management protocols for all special events, conducting thorough risk assessments, coordinating security measures, and addressing any potential hazards or concerns. 
• Manage and allocate department budgets effectively, monitoring expenses and seeking cost-saving opportunities while ensuring high-quality event experiences. 
• Provide leadership and supervision to a team of event coordinators and staff, fostering a collaborative and supportive work environment, and empowering team members to excel in their roles. 
• Stay updated on emerging trends, best practices, and innovative approaches in special events programming and student engagement, incorporating new ideas and strategies into the department's work. 
• Collaborate with campus partners, such as residence life staff, student government, and campus safety personnel, to ensure seamless coordination and integration of special events with other campus initiatives and resources. 
• Maintain effective communication channels with students, faculty, staff, and external stakeholders to promote special events, gather input, and foster a sense of community and excitement around the programming. 
• Establish and maintain a student advisory council to gather diverse perspectives and feedback on event strategy, programming, and outreach efforts, ensuring student voices are heard and incorporated into decision-making processes. 
• Collaborate with the student advisory council to generate innovative ideas, gather input on event themes and preferences, and engage student leaders in promoting and advocating for special events across campus. 
• Regularly assess the effectiveness of marketing and outreach initiatives, analyzing attendance data, engagement metrics, and student feedback to identify areas for improvement and implement targeted strategies to enhance event promotion and participation. 

Assessment 

• Develop and execute assessment of programs and/or services for areas of responsibility including, but not limited to, setting and implementing goals, evaluating outcomes, and ongoing enhancement. 
• Participate in the overall ASI assessment planning and goal setting. 

Diversity and Inclusion 

• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.  
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI). 
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.  
• Commit to continuous learning/improvement in DEI and cultural competence.  
• Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified. 
• Collaborate with campus partners to provide events that support and promote diversity and inclusion. 

Other Duties and Responsibilities 

• Represent ASI on committees as appropriate. 
• Attend and participate in meetings as necessary. 
• Ensure continuous professional development. 
• 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 ASI policy as a condition of their employment. 
• Other duties as assigned. 

Background Check 

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position. 

Benefits

Salary Schedule 

• Annual Salary Range: $78,139.31 - $125,022.90
• Annual Starting Salary:  $78,139.31
• Premium Overtime:  No 
• Shift Differential:  No 
• Exempt 

Benefits 

• Medical Insurance 
• Dental Insurance 
• Vision Insurance 
• Life Insurance 
• Long Term Disability Insurance 
• Public Employees’ Retirement System (CalPERS) 
• Social Security (FICA) 
• Paid State Holidays 
• Vacation Time 
• Sick Leave 
• Personal Holiday 
• Birthday Holiday 
• Workers’ Compensation Insurance 
• Unemployment Insurance 

Position is Open Until Filled

Date of Last Equity Review:  01/01/2022 

Date revised: 8/26/2024