USU Reservations Planner, Meeting & Events

Apply now Job no: 517911
Work type: Auxiliary
Location: Northridge
Categories: Full Time

ABOUT THE UNIVERSITY STUDENT UNION

The University Student Union, as the heart of campus, uplifts and empowers students to achieve educational, personal and professional goals by providing leadership development, meaningful employment, and innovative programs, services and facilities. We promote equity, inclusion and well-being, while encouraging social justice advocacy to help Matadors feel heard, respected and connected to CSUN. Our facilities include a University Student Union and a 138,000 square foot Student Recreation Center (SRC). The SRC is a facility for exercise and leisure activity that promotes lifelong health and wellness.

CSUN'S COMMITMENT TO YOU

CSUN is committed to achieving excellence through teaching, scholarship, learning and inclusion. Our values include a respect for all people, building partnerships with the community and the encouragement of innovation, experimentation and creativity. CSUN strives to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. CSUN is especially interested in candidates who make contributions to equity and inclusion in the pursuit of excellence for all members of the university community.

ABOUT THE UNIVERSITY

One of the largest universities in the country, California State University, Northridge (CSUN) is an urban, comprehensive university that delivers award-winning undergraduate and graduate programs to nearly 40,000 students annually and counts more than 330,000 alumni who elevate Southern California and beyond. Since its founding in 1958, CSUN has made a significant and long-term economic impact on California, generating nearly $1.9 billion in economic impact and more than 11,700 jobs each year. The LAEDC recognized CSUN as its 2015 Eddy Award winner for its positive economic impact. Serving more students on Pell Grants than any other institution in California, CSUN is also a social elevator and one of the most diverse universities in the country. CSUN ranks 13th in awarding bachelor’s degrees to underrepresented minority students and seventh in bachelor’s degrees to Latino students, serves the 13th largest Jewish student population, and enrolls the largest number of students who are Deaf and hard-of-hearing of any U.S. state university. The journal Nature recently named CSUN a Rising Star for scientific research, and the NSF ranks CSUN in the top five nationally among similar institutions for graduates who go on to earn doctorates in the sciences. CSUN is where individuals rise. And through them, so does Greater Los Angeles and beyond.

POSITION SUMMARY:

Under the guidance of the Coordinator, Reservations & Event Services, the USU Reservations Planner, Meetings & Events is responsible for providing assistance and support to University personnel and off-campus guests hosting meetings and events in the University Student Union. Typical duties include booking meeting and event facilities, designing room set-ups, determining audio-visual and other technical needs, making catering referrals, assigning appropriate event personnel, as well as anticipating and addressing the wide array of challenges associated with planning and executing high profile and VIP events.

ESSENTIAL DUTIES:

  • Maintain master reservation calendar on computerized reservation system that includes facilities, equipment, and personnel;
  • Provide guidance and support to Reservations office; process reservation requests and book facility reservations for USU sponsored events, University-sponsored high-profile and VIP events, as well as events sponsored by off-campus guests;
  • Create and maintain room set up configurations and event diagram configurations that are in compliance with building and fire codes;
  • Communicate to guests the scope of services the USU offers, as well as event planning timelines;
  • Identify and make recommendations for various logistical planning components of reservations that would enhance the overall quality of events; and up-sell available amenities as appropriate;
  • Ensure through careful attention to detail, that scheduled events comply with all applicable USU and University policies and procedures, and that the safety and well-being of employees and guests is a top priority;
  • Communicate applicable timelines and ensure adherence to same, including the receipt of all properly completed and required documents;
  • Determine personnel needed to appropriately support events including appropriate internal and external entities including building managers, audio-visual attendants, police officers, contract security, and custodians;
  • Identify the need for, coordinate, and facilitate event planning meetings;
  • Anticipate and resolve potential event-related problems and apply sound judgment in assessing and implementing practical solutions in advance of events;
  • Verify that reservations cause no room or resource conflicts, and resolve any reservation concerns;
  • Conduct pre-event meetings with guests to ensure guest satisfaction on day of event;
  • Conduct event follow-up and update guest history based on success of events, and document ideas for improvement of recurring events on reservation records;
  • Develop and maintain positive working relationships with regular facility users, including but not limited to members of the university community; outside event planners, and community members at large;
  • Compose letters and memorandums related to guest communications;
  • Maintain accurate records, and file documents;
  • Respond to inquiries for the use of USU facilities in a timely and professional manner;
  • Maintain and update financial documents related to events;
  • Assist with training and supervising the work of part-time student assistants, monitor performance; generate performance evaluations; mete disciplinary action;
  • Perform other related duties as assigned.

QUALIFICATIONS:

Education:

Equivalent to full-time college or university education/vocational school training in a job-related field may be substituted for up to two years of the required experience.

Experience:

Equivalent to four (4) years of full-time, general office clerical and administrative support experience that has provided the applicant with the knowledge and abilities listed. Equivalent to six (6) months event planning experience, preferably in a college union, meeting/conference center or hotel preferred may be substituted for up to one (1) year of the required experience.  Alpha/data entry at 45 keystrokes per minute. CMP/CSEP desired.

Special Requirements:

Not Applicable.

Preferred Qualifications:

Not Applicable.

Knowledge, Skills and/or Abilities:

  • Thorough knowledge of correct English grammar, spelling, and punctuation
  • Thorough knowledge of office methods, procedures, and practices; and university infrastructure, policies, and procedures
  • General knowledge of event planning and production
  • Basic working knowledge of facilities reservation software desired
  • Complete a wide variety of administrative duties and projects
  • Establish and maintain cooperative working relationships
  • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
  • Operate standard business office equipment and software
  • Interpret and apply a variety of complex policies and procedure including fire codes
  • Set deadlines, priorities, and complete projects accordingly
  • Communicate detailed information both verbally and in writing
  • Process moderate to complex reservation requests using a computerized reservations system
  • Provide guidance and recommendations to facility users
  • Create and maintain room set up configurations and event diagrams
  • Coordinate, plan and facilitate meetings
  • Anticipate needs and concerns and recommend practical solutions
  • Ensure adherence to all planning deadlines, including the receipt of all properly completed and required documents
  • Work accurately and efficiently, paying careful attention to details
  • Draft and prepare memoranda and correspondence; keep moderately complex records and files, perform standard business math, and make simple projections

WORKING CONDITIONS:

Work is generally performed in a temperature-controlled office environment.  Some evening and weekend work may be required.  Must be able to work under pressure and adhere to deadlines.  Contact with students, faculty, staff, administrators, and the general public required.

PHYSICAL ABILITIES:

  • Lifting, carrying, pushing or pulling light objects
  • Sitting or standing for extended periods of time
  • Seeing to inspect facility conditions
  • Hearing and speaking to exchange information in person and on the telephone
  • Bending at the waist, kneeling or crouching
  • Dexterity of hands and fingers to operate a computer keyboard

SUPERVISION EXERCISED:

This position assists with the supervision of part-time student assistant employees and/or volunteers.

PAY, BENEFITS AND WORK SCHEDULE:

This position is employed through University Student Union (USU). USU offers an excellent benefits package.

The anticipated hiring range will be as follows and is dependent on experience and qualifications:

Hourly:      $ 19.23 - $ 22.11

Biweekly:  $ 1,538.46 - $ 1,769.23

Annually:  $ 40,000 - $ 46,000

HOURS: Full-Time 40 hours per week; may include early mornings, late evenings and weekends.

GENERAL INFORMATION

The University Student Union (USU) at California State University, Northridge (CSUN) is proud to operate on the CSUN campus. As part of the campus community, the USU follows California State University (CSU) policy that requires all faculty, staff and students who are accessing campus facilities at any university location to be vaccinated against the virus that causes COVID-19. The policy does allow for medical or religious exemption from the vaccination requirement. The USU will require all of its employees, current or new, to be fully vaccinated against COVID-19, or present a medical or religious exemption and any appropriate back up documentation.

APPLICATION PERIOD

Applications received through August 29, 2022 will be considered in the initial review and review of applications will continue until position is filled.

In order to be considered in the initial review, applications must be submitted prior to the date listed above. Application submissions received after the initial review date will be reviewed at the discretion of the USU.

HOW TO APPLY

Candidates should apply by completing the on-line application. To submit an application and for more detailed information on the application and hiring process, please visit this link: www.csun.edu/careers 

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily.  Failure to satisfactorily complete the background check may affect the status of candidates who apply for the position.

Advertised: Pacific Daylight Time
Applications close:

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