Events Program Assistant

Events Program Assistant Job Description

Under the immediate supervision of the Youth Programs and Events Supervisor, the Special Events Program Assistant performs the duties of organizing and running the operations of MBAC special events. This broad-based position includes scheduling and contracting events, maintaining relationships with event customers, staffing events, supervising events, tracking and archiving waivers, completing event billing, ensuring quality customer service practices are met by all staff, and running the day-to-day operations of special events.

ESSENTIAL DUTIES & RESPONSIBILITIES

Scheduling

  • Works with area Program Assistants to ensure appropriate staffing of MBAC event activities
  • Ensures event staffing needs are communicated to Program Assistants with adequate notice
  • Posts employee work schedules and event schedules in a timely fashion
  • Ensures MBAC Special Events calendar is accurate and up-to-date
  • Monitors Kronos weekly for accuracy and budgeting

Operations

  • Ensures the operation of daily events
  • Ensures staff is present and informed of event details
  • Coordinates classroom space, storage space, and equipment needs for each event
  • Checks in groups and ensures waivers are complete prior to customer participation
  • Works to remedy incomplete waivers
  • Ensures event equipment and materials are cleaned and stored at completion of event
  • Returns phone requests for event information
  • Evaluates current programs and develops and recommends innovations and changes in promotions, special events, etc.
  • Works with MBAC maintenance staff to ensure equipment availability and working order

Administration

  • Performs special event administrative functions
  • Ensures serialization and entry of events into Data Management System
  • Ensures data entry and update of event information in Access database
  • Oversees event billing administration
  • Submits billing requests up event completion
  • Processes onsite event payment
  • Conducts monthly billing reconciliation reports
  • Archives and processes event waivers
  • Serializes event waivers for processing
  • Organizes and archives event waivers for storage and retrieval
  • Executes event contracting and confirmation
  • Sends confirmation and organizational waiver to customer ASAP after scheduling event
  • Ensures customer understands waiver and confirmation policies
  • Ensures return of waivers/confirmation prior to event date

Customer Service and Collaboration

  • Serves as point of contact for group organizers/event planners
  • Ensures all staff are providing the best customer service and value possible
  • Responds to event inquiries in a timely fashion
  • Works with Program Assistants and Office Assistants to respond to customer complaints and issues
  • Establishes and maintains working relationships with various A.S. and University departments

Safety

  • Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
  • Adheres to Associated Students’ Code of Safe Practices

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

  • High School Diploma
  • Bachelor’s Degree from a regionally accredited college or university in Recreation, Physical Education, or a related field preferred

Experience:

  • Minimum two years of customer service experience
  • Experience rigging and de-rigging Hobie 16’s and Holder 14’s (or be willing to learn within first month of employment)

License & Certification Requirements

  • Red Cross Waterfront Lifeguarding (must be obtained within the first month of employment)
  • US Powerboating Safe Powerboat Handling (must be obtained within the first month of employment)
  • FBI, DOJ, and LiveScan fingerprint clearance
  • Current valid Driver’s License

PERFORMANCE EXPECTATIONS

  • Complete tasks and projects that require high level of skill and/or attention to detail
  • Able to multitask while working in a fast paced environment
  • Capable of maintaining positive working relationships with staff, customers, and vendors
  • Able to work independently with minimal supervision and as a team player
  • Able to interact effectively with a wide diversity of people and support San Diego State University Associated Students’ values and mission
  • Able to perform detailed tasks
  • Address the needs of customers to the highest standard of customer service

KNOWLEDGE, SKILLS & ABILITIES

  • Must have excellent organizational and interpersonal skills
  • Must have knowledge of MBAC special event programs and event menu items and ability to sell them
  • Must have excellent knowledge of boating laws and regulations including regulations specific to Mission Bay
  • Must be well organized and able to prioritize work, problem solve, make decisions, and meet scheduled deadlines under pressure
  • Must be able to follow oral and written directions and follow projects through to completion
  • Must have strong English language skills and the ability to read, write, and verbally communicate at a level appropriate to the duties of the position
  • Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint), and ability to learn and utilize new software programs
  • Must have ability to organize and track event waivers, booking agreements, and payments
  • Must be able to lead by example and serve as a teacher/mentor to staff within the department and at MBAC
  • Must be able to successfully work in stressful situations and make appropriate decisions

SCHEDULE & WORKING CONDITIONS

This is a part-time position requiring flexibility and willingness to work long hours including weekends with high demand during summer.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment will involve exposure to salt water, cold water, sun, wind, rain, weather, sand, seaweed, sea grass, ocean currents, sea creatures, breaking waves, and other outdoor elements.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include but are not limited to: swimming, swimming in rough and deep water, walking, running, walking or running over rough or uneven surfaces, bending, stooping, lifting, pushing, pulling, and carrying loads. Must be able to swim at least 550 yards, dive at least 10 feet deep, swim with a 10 pound object for at least 20 yards, and tread water for at least 2 minutes. Must be able to watch and supervise groups of students in the ocean and/or bay while coaching technique and supervising safety. Must be able to recognize and respond to emergencies and prevent injuries or drowning.

RELATIONSHIPS

Inside the Organization:

  • Reports to the Youth Programs and Events Supervisor and MBAC Assistant Director
  • Works closely with Program Assistants and other staff members
  • Supervises Event Staff

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.