Under the direction of the Assistant Director of A.S. Programs the Assistant Programs Coordinator advises student leaders in the development and implementation of comprehensive cultural, educational, social, recreational and special event programming for the Associated Students (A.S.) of San Diego State University (SDSU). Oversees program marketing efforts, provides on-site program execution and supervision, and assists in ongoing programmatic and marketing assessment. In the absence of the Assistant Director of A.S. Programs, supervises part-time student assistants and advises the Aztec Student Union Board.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
Advises student leaders in the planning, implementation and evaluation of programs and events, such as speakers, musical performances, films, late night and weekend programs, and various special events
Assists in researching, recommending and developing new programs and activities that serve students’ needs, foster student learning, encourage and promote diversity and inclusion, as well as build a sense of campus community
Represents ASUB and A.S. interests on collaborative campus-wide committees, such as Aztec Nights and OneSDSU
Keeps current with university programming and activities through networking within various university programming entities and resources
Fosters collaboration with various student organizations and other campus departments
Ensures adherence to A.S., Aztec Student Union and SDSU policies
Follows the Council for the Advancement of Standards in Higher Education (CAS) Campus Activities Programs (CAP) standards and guidelines as applicable and appropriate to A.S. programming standards
Maintains assessment tools and assists in formulating and administering post-event evaluations, surveys and focus groups to improve future programs based on results
Oversees the planning and implementation of marketing and promotions in close coordination with the Marketing Committee and the Assistant Director of A.S. Programs
Ensures successful completion of programming duties, to include (but not limited to):
Communicates and confirms all event planning arrangements with appropriate personnel in both A.S. facilities and various campus venues within required deadlines. This includes room setup, technical requirements, admission, security and event management plans
Assists with negotiations and securing vendor contracts and insurance when necessary
Reviews and advances artists’ requirements (i.e. contract riders, hospitality riders, etc.) in advance with the Aztec Student Union, and other affiliated A.S. staff, campus entities and vendors, to ensure requirements can be accommodated. Communicates and works on alternate solutions with performers if accommodations cannot be met
Assists in developing event management and security staffing plans and obtains permits in consultation and coordination with University Police Department, Viejas Arena, Aztec Student Union staff, contract security, SDSU Environmental Health and Safety and the California State Fire Marshal
Assists in coordinating catering and hospitality requirements
Assists in formulating and completing arrangements for fee payments
On day-of-event, is responsible for pre-event advancement, execution of event start through event end. Works in coordination with Union staff and other affiliated A.S. and campus departments to ensure the smooth execution, safety and security of all event aspects
Aztec Student Union Board (ASUB)
Advises ASUB Committee Chairs in developing annual plan for assigned events, including goals, objectives, and follow-up.
Assists in ensuring appropriate orientation, training and leadership of ASUB is provided
Assists in ensuring adequate staff coverage for meetings, ensuring members are familiarized with board and council functions
Ensures membership is complete, and agenda and minutes are prepared in a timely and accurate manner
Ensures effective communication and working relationships with Board and Council members are established and maintained
Successfully demonstrates an understanding of, and commitment to, mutual respect and appropriate roles of collegiality between students and staff within the context of a student-directed corporation
Maintains objectivity in all interactions with students, without personal bias or preference, to ensure all staff recommendations and advice contribute to student decision-making which is free of undue influence and considers all pertinent information as well as any viable alternatives
Assists in ensuring the ongoing assessment of programs using techniques such as participant evaluations, written surveys, assessments, focus groups and informal discussions
Event Marketing and Promotions
Responsible for the implementation of an integrated and on-going marketing, advertising and public relations effort designed to promote programs in close collaboration with ASUB, Marketing and Communications Specialist and the Assistant Director of A.S. Programs
Collaborates on the planning and implementation of Union Marketing and Promotions in close coordination with the A.S. Marketing and Communications Specialist
Provides oversight of social media accounts, scheduling and materials posted, alongside the ASUB Marketing Programs Assistant
Assists in ensuring the development and implementation of a comprehensive package of promotional efforts for directed programs
Ensures information on the Aztec Student Union calendar, web pages and social media are kept current and accurate
Provides program information and submits updates to SDSU Events Calendar via Trumba
Ensures the timely placement of marketing requests in coordination with A.S. Graphics department
Education:
Four-year degree from an accredited college or university preferred, or equivalent combination of education and experience
Experience:
One year minimum experience in event programming targeting college students in a college union/student center or on college campus environment required
Demonstrated experience working directly with students and volunteers required
Knowledge and experience in the complexities of event planning and production
Experience in assisting with the development and execution of marketing and promotions related to programming preferred
Knowledge and experience complying with fire codes, crowd control, event management and safety preferred
Demonstrated ability to use and learn to use various computer software programs and processes including: email programs, word processing programs, internet programs, digital photo programs, and spreadsheet programs preferred
Knowledge of best practices for crowd control and event management preferred
Experience working with a variety of social media communications including but not limited to Facebook, Twitter and Instagram preferred
Trainings (all will be obtained within first month of hire):
Must professionally represent the Aztec Student Union, A.S. and SDSU at all times
Commitment to values of diversity, multi-culturalism and higher education
Commitment to providing all clients an excellent experience by exceeding expectations in all areas
Commitment to sustainable practices in accordance with the facility’s LEED Platinum Certification and LEED Existing Building Maintenance and Operations (EBOM)
Commitment to working within a team setting providing feedback and being flexible as needed
Must be self-motivated, self-starter and perform with minimal direction and supervision
Must be able to facilitate meetings, trainings and orientations in a professional manner
KNOWLEDGE, SKILLS & ABILITIES
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
Ability to present a consistent, positive approach to students and all internal & external contacts by being courteous, respectful, helpful and cooperative at all times
Ability to gather and organize data, draw logical conclusions and discern implications
Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
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 with proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
Ability to motivate part-time student employees and volunteers
Ability to interpret and communicate policies and procedures
Ability to adapt to and work in an environment of constant change, growth and frequent interruptions
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness to work long and irregular hours and days, including evenings, weekends and holidays as dictated by event schedule.
COMPENSATION
Salary Range: $21.79 - $25 per hour
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.
Work conditions may vary depending upon the location of programs; programs may occur indoors and outdoors, therefore requiring exposure to a variety of elements. While working indoors, the lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available. While working outdoors, the work environment may involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens and other environmental risks.
This position may also call for occasional business-related driving. A valid California Drivers’ License and proof of automobile insurance is required.
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 talking, listening, sitting, standing, walking, manual dexterity, eye-hand coordination, use of office equipment including but not limited to computers, scanners, printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to standard range.
Depending on program requirements, physical demands may require standing and walking for extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up to 25 pounds.
RELATIONSHIPS
Inside the Organization:
Reports to the Assistant Director of A.S. Programs
Works closely with ASUB Programs Assistants and ASUB volunteers
Works closely with the Aztec Student Union Assistant Director of Event Services, Event Planners, Aztec Student Union Assistant Director of Operations, Operations Coordinator and Operations Supervisor
Works closely with A.S. Government Affairs, A.S. Business Services, A.S. Graphics and A.S. Executive Officers
Outside the Organization:
Communicates with various University departments and personnel (i.e. Center for Student Organizations and Activities, various Identity Centers, Residential Education Office/Residence Life, and various arts and performing arts departments)
Interacts with event vendors and student attendees
Communicates and obtains approvals for program-related activities and functions through departments such as SDSU Environment Health & Safety, University Police Department, SDSU Facilities Services, California State Fire Marshal, SDSU Business & Financial Affairs, SDSU Student Affairs
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this 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.
