Conferences & Event Services Assistant Coordinator

Conferences & Event Services
Job #543992
First Review Date: Thursday, January 2, 2025

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #543992) Administrative Support Coordinator II, CES Assistant Coordinator, Hiring Range: $23.40 - $24.60/hour. This is a temporary, intermittent hourly, non-benefitted, non-exempt position in the Conference & Event Services Department. Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

 

Position Summary:

Under general supervision of the Gutswurrak Student Activities Center Executive Director and lead direction from the CES Coordinator and CES Operations Specialist, the CES Assistant Coordinator provides overall administrative support for Conference & Event Services. This position will be responsible for assisting in campus scheduling and event coordination, as well as providing customer service support for Campus users.

 

Key Responsibilities:

Internal Campus Reservations and Event Support

 

• Monitor 25Live for reservation requests of centrally managed spaces (outside of academic course import); approve space requests and coordinate space logistics.
• Create event layouts and logistic sheets for events and space use.
• Coordinate internal charges incurred by use of space; gather costs, communicate costs with department, club or campus organization and supply appropriate billing information to Accounts Receivable.
• Provide ongoing 25Live training to campus users submitting reservation requests. Field questions and provide information or directions to additional resources as needed.
• Assist with monitoring CES email inbox by organizing, filing and sending & responding to emails.
• Assist with Info Desk operations; providing direction with campus scheduling and event needs, general information and resources, approval of posters, tabling, staking, and chalking requests and maintenance of University bulletin boards across campus that are marked for general posting.
• Assist with CES social media accounts, posting and cross-posting campus events.
• Assist with emailing a survey platform to gather feedback on centralized scheduling and event coordination.

 

Provide event support, oversee facility use and serve as designated campus host       

• Ability and willingness to work evenings and weekends as required.
• Assist with promoting and showing campus facilities to potential clients.
• Assist in all aspects of facility use preparation and execution including but not limited to event set-up and take down and operating audio/visual equipment.
• Provide lead oversight and work direction for the physical room setup for meeting, conference, and event rooms. Work alongside student and intermittent hourly staff as needed, and ensure that all room setups are timely, accurate, complete, functional, neat, clean, and ready for customer use prior to each event.
• Troubleshoot and solve challenges which arise during events independently and with the support of the other department members.
• Serve as designated host and point of contact for clients utilizing University facilities as required. Exercise independent judgment in resolving conflicts during events. Serve as a liaison between the users and Facilities Management and/or UPD for any needs that may arise during evening and weekend hosted events, including emergencies. Resolve variances, questions, concerns during events.
• Provide access and distribute keys to facility users for venue/building as necessary.
• Allow appropriate entry into each venue, may collect and/or scan tickets, verify wristbands and ID cards, direct traffic coming in and out of the venue.
• Provide a high level of customer service at campus events.
• Assist guests before, during, and after events, as needed; provide answers to customer questions.
• Generally help to maintain a safe and well organized event, upholding any necessary safety precautions and campus policies.
• Contribute to the overall development of policies, procedures, and guidelines to build a successful CES program. Provide feedback and constructive modifications or suggestions for improvements in methods, techniques, offered services, and procedures for smoother operation and customer satisfaction.
• Attend training and event staff meetings as required.
• Provide lead oversight and work direction to student assistants, ushering and event staff.

Other Duties as Assigned

 

 

Knowledge, Skills, and Abilities Associated with this Position Include:

As listed in Classification Standards:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work.
• Experience working with a diverse population and an understanding of the dynamics of diversity in higher education.

 

As related to the major responsibilities for this position:

• Ability to train others on new skills and procedures and provide lead work direction.
• Demonstrated strong customer service skills; ability to quickly and creatively solve varying customer service issues using own judgment and initiative.
• Ability to stay calm during conflict and emergency situations and exercise independent judgment in resolving variances, questions, concerns that may arise in the facilities or during events.
• Ability and willingness to work nights and weekends as needed.

 

Minimum Qualifications:

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

California Driver’s License

 

Preferred Qualifications:

• Experience working with college students in a university or college environment.
• Previous experience working with 25live, or similar scheduling software.
• Experience with hosting and facility preparation for sporting events.

 

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials before the first review date is 11:55 p.m. on Wednesday, January 1, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

 

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.  Mandated Reporting: 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: 12/12/2024