The Placement Exchange Job Board

Aztec Student Union Assistant Director of Operations


Priority consideration deadline is Friday, January 6, 2023.

To complete your application click here



GENERAL PURPOSE: Under the direction of the Aztec Student Union Director, the Assistant Director of Operations is responsible for the leadership, direction, supervision, fiscal management, execution and evaluation of the Union front-of-house operations. This position has a strong emphasis in communication, teamwork, customer service, logistical planning, coordination and troubleshooting. The Assistant Director supervises full-time Operations Coordinator, Operations Supervisor, Technical Services Coordinator, Technical Services Supervisor, and part-time student staff.



ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Ensures users of the Student Union are provided a welcoming and safe environment with current technology, services, furniture, and equipment to meet the ever-changing needs of the SDSU community and with a high level of customer service
• Manages and provides on-site facility and event supervision
• Ensures appropriate levels of staffing to perform the daily functions of the Aztec Student Union are carried out safely and successfully
• Ensures daily operational tasks are completed according to established guidelines for opening and closing procedures and other various duties necessary for building operational efficiency and safety
• Provides leadership, direction and oversight of the University Information Center and Lost & Found, ensuring appropriate information is disseminated and services provided
• Ensures accurate communication, scheduling and coordination between all staff, building partners and contracted services in collaboration with the Aztec Student Union team
• Assists with the planning and execution of the setup/strike of meeting and event spaces, event logistics coordination, audio-visual services and contract services
• Assists with setting, striking and converting meeting room and event setups as needed
• Reviews event reservations six months to a year in advance to ensure proper pre-planning is occurring, allowing for clients to fulfill their vision
• Meets with clients pre-event and makes recommendations including program equipment and staffing
• Works closely with the Aztec Student Union Programs & Services team to transition customers with confirmed reservations to the Operations staff to finalize details and confirm logistics and services for execution
• Conducts pre-event briefings with event staff and contract service providers to ensure all safeguards and practices are communicated for effective event and crowd control management
• Meets with clients and contract service personnel during event execution to ensure services, facilities, equipment, and staffing are satisfactory; shares changes as necessary

• Assists in providing audio visual services and trouble-shooting in coordination with, or in the absence of, the Technical Services Coordinator
• Collaborates with the Assistant Director of Event Services in developing and implementing policies and procedures with a strong commitment to ensuring customers receive positive & excellent customer service throughout their event planning and execution experience
• Develops and implements a variety of policies and procedures including staff training and development, furniture/equipment setup standards and diagrams, fire code compliance, ADA compliance, inventory control, safety, risk management, security and crowd management
• Reviews reservations scheduled in EMS in advance to effectively plan, coordinate and schedule staff and services
• Ensures part-time staff submit daily shift reports. Reviews reports for discrepancies, issues and concerns, and performs appropriate follow up, including notifying supervisor and appropriate personnel as necessary

Administration

• Ensures all corporate, departmental, and university deadlines are met and procedures are followed
• Ensures written policies and procedures are established for inventory control of furniture, equipment and audio visual equipment
• Ensures the review of fixed asset inventory per A.S. Accounting requirements and deadlines
• Ensures all purchase orders and accounting documents are prepared in a timely manner
• Ensures adequate internal procedures are established and that all transactions are conducted accordingly
• Ensure maintenance of accurate records for all transactions

• Ensures written expectations, training, policies, procedures, tasks and projects are established for full-time and part-time staff
• Reviews, make changes to, and approves new event configurations and requests
• Ensures diagrams are formulated in Meeting Matrix by Operations staff according to reservation requirements and are in compliance with fire code
• Ensures submission of Special Event Permits to the California State Fire Marshal as needed for diagram approval
• Ensures daily shift reports and post-event reports are written by Operations, A.V. and Backdoor Studio staff. Reviews reports for discrepancies, issues and concerns and performs appropriate notification and follow up
• Reviews Kronos reports to monitor and track labor expenses against staff schedules and budgeted hours and complies with Payroll timekeeping approval and sign-off deadlines
• Assists in facilitating the weekly operations meeting and collaborates with staff on items needing follow up or additional information

Customer Service and Collaboration

• Ensures A.S. customer service guidelines are met by all staff in department
• Ensures department guidelines are established and met by all staff in department
• Develops and maintains positive working relationships with university or community representative and other regular contacts and customers
• Provides and demonstrates exceptional customer service
• Professionally represents the Aztec Student Union while participating in various client, tenant, department and committee meetings
• Ensures operations logistics and scheduling concerns are communicated with appropriate personnel and departments affected. This includes but is not limited to: the Union Programs & Services team, Aztec Student Union Board, Student Affairs, SDSU Catering, Aztec Shops, building tenants, University Police Department and contract service vendors
• Attends meetings and serves as a liaison and Union representative with various university departments, student organizations, community representatives, contract services and vendors as needed

Staff Management

• Ensures all hiring/termination is conducted in accordance with A.S. policy and timelines
• Ensures appropriate levels of staffing to perform the daily operational functions of the Aztec Student Union and Scripps Cottage safely and successfully
• Ensures each employee is given written information about their job responsibilities, procedures and policies
• Provides each employee an orientation and introduction to the corporation, facility, department and personnel, including the specific standards that apply to each area
• Describes each job's relationship to the mission of the Associated Students and it uniqueness as a student-directed corporation
• Directs the work courteously and gives clear, specific and realistic goals. Includes methods of accomplishment and accountability as appropriate
• When assigning tasks, provides information, training, materials and support as appropriate
• Assesses and monitors each employee's knowledge, understanding, ability, readiness and willingness to perform each assignment, then makes appropriate response
• Conducts effective staff meetings frequently and regularly to ensure timely dissemination of information, changes and items that affect operations and customer service
• Makes corrections positively and promptly and includes specific suggestions for change as soon after the event as possible, considering privacy factors
• Corrects individual problems with staff they supervise
• Works with the Student Union Director in the development, coordination and implementation of a comprehensive student training program ensuring a superior level of customer service
• Administers an inclusive and ongoing training program based on sound student development principles and current industry practices

Facility Maintenance

• Ensures the maintenance and appearance of the Aztec Student Union facilities and equipment
• Develops and manages the repair, maintenance, replacement schedule and inventory control of all furniture and equipment:

• Ensures maintenance and control of all fixed assets. Submits recommendations and cost estimates for replacement schedule
• Ensures furniture, equipment and audiovisual equipment is kept in good working condition. Schedules appropriate repairs and maintenance
• Ensures inventory control systems are followed and appropriate documentation is maintained
• Reviews and updates preventative maintenance schedules including updating replacement schedules in accordance with budget deadlines

• Conducts regular and frequent inspections of facilities and immediately addresses discrepancies with cleanliness, overall maintenance, and safety concerns. Reports discrepancies to Facilities and/or submits work orders. Areas include but not limited to:
  • Ensuring meeting and event spaces are properly set according to reservation requirements
  • Ensuring furniture in public use areas (outdoor, lounge, and other common areas) are always properly set, clean, and maintained
  • Restrooms are clean, maintained and supplies stocked
  • Ensuring all storage rooms are maintained properly

• Ensures compliance with sustainable practices and energy conservation measures for a double LEED Platinum building. Adapts practices to support sustainable operations in consultation with the Assistant Director of Facilities

Budget

• Ensures timely preparation and approval of annual department budget and rebudgets
• Ensures year-end results meet approved department budget
• Monitors department budget regularly and ensures adherence to guidelines and deadlines
• Develops, reviews and revises long range replacement schedules and obtains cost estimates to ensure accuracy in budget forecasting
• Ensures all expenditures and revenue documents are submitted in a timely fashion in conjunction with organization's fiscal cycle

• Reviews department budgets and payroll reports, submits account corrections

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
• Ensures compliance with Associated Students' and departmental Code of Safe Practices
• Assists in ensuring all employees are provided safety training and attend safety meetings regularly, including the Associated Students' New Hire Safety Training Program
• Assists with the development, training and execution of all fire/life/safety procedures and plans including emergency evacuation
• Ensures event planning logistics and execution comply with safety policies and procedures
• Ensures fire code capacity compliance is maintained and facilitates effective crowd control and event management procedures
• Inspects all facilities and equipment to ensure that areas are clean, in good operating order, and in compliance with safety standards prior to building opening and event start times
• Follows policies and procedures to ensure all areas are where event equipment is in use or being stored is in compliance with all safety codes and practices
• Maintains attendance records of safety meetings as required by OSHA rules
• Ensures staff possesses certifications required within specific job descriptions
• Implements risk management/safety plan, including regular review of accident reports and changes required to avoid reoccurrence. Ensures completion of accident investigation reports for each incident
• Ensures safety and security practices are followed for all Union building occupants, customers and guests. Provides immediate response to situations, and communicates appropriately with University Police Department and ensures compliance with Associated Students policies and procedures for accident and injury reporting
• Consults with EH&S/CA State Fire Marshal as needed to ensure room setups and event logistics are in compliance with CA State Fire Code. Submits appropriate documentation as needed for formal approval authorization

Minimum Requirements


QUALIFICATIONS

Minimum & Preferred Requirements

Education:

• Four year degree from an accredited college or university required

Experience:

• Five years relevant experience in university student union operations and/or a related field (i.e. hospitality industry) required
• Five years of experience directly supervising and managing full-time staff required
• Experience in the production and execution of meetings, conferences and special events including setting up & striking furniture, staging, equipment, audiovisual services, crowd management and security required
• Experience with the operation and troubleshooting of basic meeting room audiovisual equipment required
• Experience in developing, communicating, interpreting and enforcing policies and procedures required
• Experience in safety, risk management and emergency preparedness and evacuation required
• Experience in facility, crowd control and event management relevant to complying with fire and life safety standards preferred
• Experience with meeting and event scheduling software, diagramming software, PowerPoint, databases, and payroll software preferred. Experience with Event Management System - Enterprise Version (EMS) and Meeting Matrix preferred
• Experience working with custodial services, caterers, productions companies, and a variety of contracted services preferred
• Working knowledge and experience in professional quality audiovisual equipment including multi-media sound systems, theatrical lighting, projection equipment, basic computer interfaces and related accessories preferred

PERFORMANCE EXPECTATIONS

• Must professionally represent the Conrad Prebys Aztec Student Union, Associated Students, and San Diego State University at all times
• Must be able to perform a high level of customer service in a diverse and constantly changing environment
• Demonstrated success in mentoring work teams of diverse functions, complying with organizational policies and procedures and supporting change within an organization
• Commitment to values of diversity, multiculturalism, and higher education

KNOWLEDGE, SKILLS & ABILITIES

• Must be self-motivated, self-starter and perform with minimal direction and supervision
• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
• Strong ability to lead and motivate full-time career and part-time student employees and volunteers
• Ability to present a consistent positive approach to students and all internal & external contacts by being courteous, respectful, helpful and cooperative at all times
• Must be able to facilitate meetings, trainings, and orientations in a professional manner
• Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
• 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 personal computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
• Well-organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
• Proven necessary supervisory skills including, but are not limited to: hiring, inspecting, analyzing, planning, prioritizing, scheduling, assigning, receiving, controlling, training, instructing, documenting, recommending and reporting
• Ability to interpret and communicate policies and procedures
• Ability to adapt to and work in an environment of constant change, growth and frequent interruptions

COMPENSATION

Starting range: $72,000 - $80,000 per year



SCHEDULE & WORKING CONDITIONS

This is a regular, full-time position. Flexibility and willingness is required to work long and irregular hours and days, including evenings, weekends and holidays as needed by event schedule. Must be accessible 7 days a week to respond to emergency / urgent situations and be on-call as required by a variety of circumstances.



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 work and/or events; work and/or events may occur indoors and outdoors, therefore requiring exposure to a variety of elements.

While working in the office, lighting and temperature are adequate with the use of 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. Event work may include exposure to moderate to extreme noise, vibrations, flashing lights, dust, fumes, cold, heat, limited lighting in areas, and some exposure to moving mechanical parts. Exposure to artistic expression that may seem offensive to some (written/verbal foul language, creative clothing, etc.) may also occur.

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 and radios.

Depending on meeting and event 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 50 pounds (unassisted) and 75 pounds (with assistance), and using ladders and high scissor lifts.



RELATIONSHIPS

Inside the organization:

• Reports to the Aztec Student Union Director
• Supervises:

• Operations Coordinator (full-time)
• Operations Supervisor (full-time)
• Technical Services Coordinator (full-time)
• Technical Services Supervisor (full-time)

• Provides work direction and supervision to:

• 1-2 Senior Operations Lead (part-time)
• 10-15 Operations Leads (part-time)
• 30-40 - Operations Assistants (part-time)
• 20-25 - A/V technicians (part-time)
• 15-20 - Media Studio technicians (part-time)

• Coordinates with the Assistant Director of Programs & Services, Assistant Director of Facilities, Events Planners and A.S. Programs Coordinator

Outside the Organization:

• Aztec Shops
• University Police Department; SDSU Parking Services
• SDSU Facilities Services
• SDSU Environmental Health & Safety
• Student Affairs + Campus Diversity
• Business and Financial Affairs
• University President's Office; University Relations & Development, Marketing & Communications
• Various SDSU departments, faculty and staff
• SDSU Conference Center
• Off-campus customers
• Various vendors and contractors

EMPLOYMENT CATEGORY: Full-Time; Salaried; Exempt; Grade 14

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.




To apply, visit https://cta.cadienttalent.com/index.jsp?POSTING_ID=99620119775&locale=en_US&SEQ=jobDetails&applicationName=AssociatedStudentsofSanDiegoStateUniversityFTReqExt








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