Event Operations Supervisor

Definition and Purpose  

The Event Operations Supervisor reports directly to the Coordinator II – Event Management and Student Manager – Event Operations, and is responsible for implementing a broad range of event support.  The Event Operations Supervisor serves as the primary customer contact the day of the event and will coordinate with other support services to ensure a safe and positive event experience.  The Event Operations Supervisor will provide on-site customer assistance during a variety of events in the University Union and Recreation Center including banquets, job fairs, speakers, concerts, club competitions and meetings.  Additionally, they may assist in preparing spaces for events as needed.    

ASI is committed to supporting the aspirations of the University Learning Objectives. Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability. Additionally, they will work productively as individuals and in groups while communicating effectively. 

Requirements

Educational Requirements and Qualifying Experience 

• Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units. 
• Must be tactful and courteous to all associates and visitors.  
• Promptness and attention to detail are essential. 
• Reliable, self-motivated, takes initiative and works well with minimum supervision. 
• Ability to be flexible and adapt to change. 
• Demonstrate a high level of attention to detail. 
• Ability to be highly organized. 
• Ability to make routine decisions based on specific criteria/guidelines and apply judgment in performing work assignments. Previous experience in set-up and take down of events preferred. 
• Previous event management experience preferred. 
• Experience working in a customer service-oriented environment. 
• Ability to provide a welcoming, inclusive environment for staff and participants. 
• Ability to supervise other student staff and/or participants. 
• 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 

• Provide on-site event supervision for events. 
• Enforce Cal Poly and ASI policies and procedures. 
• Enforce all building, fire marshal, and ADA codes and standards. 
• Ensure a safe environment for all participants. 
• Monitor and oversee event staff.  
• Provide crowd control at events. 
• Assist in keeping facilities clean and safe. 

Essential Duties and Responsibilities 

• General duties and responsibilities 
• Maintain files on events to include reconciling shift reports and recording event changes. 
• Send post-event surveys, prepare, and present findings. 
• Propose ideas to improve safety, service, quality, and customer satisfaction.   
• Maintain a positive relationship with staff, co-workers, and customers.  
• Assist in the setup and takedown of events in the University Union, UU Plaza, and Recreation Center as needed. 
• Commitment to student development and leadership. 
• Participate in post-event debriefs with staff or customers.  

Customer Service 

• Provide event walkthroughs prior to events as needed. 
• Serve as the primary customer contact the day of event. 
• Coordinate with support areas to address issues and solve problems at events. 
• Provide direct support for the customer at events.  
• Provide positive customer service by anticipating needs and addressing concerns.

Event Supervision 

• Coordinate with support areas to address issues and solve problems at events.  
• Strong conflict management and problem-solving skills.  
• Must be able to make impactful decisions when appropriate.  
• Supervise program participants’ behavior and appropriately intervene when needed.  
• Adhere to and enforce all Cal Poly, ASI, and departmental policies and procedures.  
• Monitor events. Understand crowd control and recognize potential problems and hazards before they occur.  
• Act as liaison with security, medical staff, facility staff, event organizers, custodial, ASI Event Operations, and ASI Audio Visual staff to ensure effective and professional event management. 
• Provide general oversight of student staff.  
• Enforce staff expectations, and recommend appropriate disciplinary actions as needed.  

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.  
• Participate in trainings and activities provided by ASI as it relates to diversity, equity, and inclusion. 

Other Duties and Responsibilities 

• Adhere to all ASI departmental policies and procedures. 
• Be familiar with evacuation plans for staff areas. 
• Attend all mandatory meetings, workshops, and retreats. 
• Be punctual and follow absence procedures. 
• Maintain a positive relationship with staff and co-workers. 
• Commitment to student development, leadership, and teamwork. 
• 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. 

Period of Employment 

Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause. 

Benefits

Compensation and Hours 

• Hourly Starting Rate: 16.50 per hour 
• Hourly Pay Range: $16.50 per hour - $16.50 per hour  
• Maximum 20 hours per week

Early mornings, late nights, weekends, and holiday hours required. 

Requires a minimum of 3 consecutive quarters

Position open until filled

The Associated Students, Inc. is an Equal Opportunity Employer. 

Date revised:  04.15.2024