Under the general direction of the Assistant Director of A.S. Programs, and with the Aztec Student Union Board, the Aztec Student Union Programs Coordinator is responsible for advising 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). This includes collaborating with other campus and community entities on programming and events within the student union. The Programs Coordinator provides student leadership development for the A.S. Aztec Student Union Board (ASUB) and the sub-committees of ASUB, and serves as one of their advisors. Oversees program marketing efforts, provides on-site program execution and supervision, and assists in ongoing programmatic and marketing assessment.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
Responsible for the effective planning, implementation and evaluation of all ASUB programs including but not limited to: films, speakers, lectures, concerts, open mic performances, art exhibits, musical programs and a variety of educational, cultural, social, arts related and entertainment programs suitable for a college campus, and more specifically a student union; and annual major and special events including Aztec Nights, and Homecoming
Presents a full complement and variety of programs within the Conrad Prebys Aztec Student Union facilities to ensure the Union is engaging, inviting and active throughout the academic semesters.
Partners and works closely with various Union tenants in the formulation and presentation of collaborative programs
Oversees the planning and implementation of marketing and promotions in close coordination with the Marketing Committee and the Assistant Director of A.S. Programs
Researches, recommends and develops 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
Maintains assessment tools and assists in formulating and administering post-event evaluations, surveys and focus groups to improve future programs based on results
Keeps current with university programming and activities through networking within various university programming entities and professional affiliations as appropriate
Fosters programming collaboration with various student organizations and other campus departments
Ensures successful completion of programming duties, to include (but not limited to):
Secures reservations for appropriate venues in a timely manner
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 plan
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 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 SDSU Public Safety, Viejas Arena, Union staff, contract security, SDSU Environmental Health and Safety and the California State Fire Marshal
Ensures all catering and hospitality requirements and coordinated
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
Support overall Associated Students programs and initiatives, as needed
Aztec Student Union Board (ASUB)
Serves as an advisor for the Aztec Student Union Board committees and advises student committee chairs in developing new ideas, programs and yearly goals
Assists in ensuring appropriate orientation, training and leadership of ASUB is provided
Works with students to develop annual plan for assigned events, including goals, objectives, and follow-up.
Assists in ensuring adequate staff coverage for meetings, ensuring members are familiarized with board and council functions
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
Event Marketing and Promotions
Collaborates on the planning and implementation of Union Marketing and Promotions in close coordination with the Marketing and Communications Specialist
Provides oversight of social media accounts, scheduling and materials posted, supervising the ASUB Marketing Programs Assistant
Helps defines target markets. Assists in ensuring the ongoing assessment of programs using techniques such as participant evaluations, written surveys, assessments, focus groups and informal discussions
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
Ensures the timely placement of marketing requests are submitted
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
Staff Management
Ensures all hiring/termination is conducted in accordance with A.S. policy and timelines
Maintains appropriate staffing levels to facilitate satisfactory operation of the areas under supervision
Ensures each employee and volunteer is given written information about their job responsibilities, procedures and policies
Provides each employee and volunteer 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
Assess and monitors each employee’s and volunteer’s knowledge, understanding, ability, readiness and willingness to perform each assignment, then makes appropriate response
Holds effective staff meetings frequently and regularly provides information regarding policy changes, special events and all other pertinent topics. Keeps employees and volunteers informed of daily happening and messages that pertain to their work
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 supervisor
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
Four year degree in a job-related field from an accredited college or university required. Master’s degree preferred
Experience:
Two years minimum experience in the following:
Event programming targeted for college students in a college union/student center or on college campus environment preferred
Demonstrated experience working directly with diverse population of college 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
Experience working with a variety of social media communications including but not limited to Instagram and TikTok preferred
Knowledge and experience complying with fire codes, crowd control, event management
and safety preferred
Excellent computer skills; knowledge of MS office suite including Excel and PowerPoint and Google suite including Google Docs, Google Slides, etc. and aptitude for learning new software.
Trainings:
Sexual Harassment Prevention for Supervisors
Data Security & Privacy
PERFORMANCE EXPECTATIONS
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 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
Commitment to sustainable practices in accordance with the facility’s LEED Platinum Certification and LEED Existing Building Maintenance and Operations (EBOM)
KNOWLEDGE, SKILLS & ABILITIES
Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
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
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 be self-motivated, self-starter and perform with minimal direction and supervision.
Ability to present a consistent positive approach to students and all internal and external contacts by being courteous, respectful, helpful and cooperative at all times
Commitment to a high standard of safety and ability to communicate and train safety policies and procedures to staff
Strong ability to lead and motivate student employees and volunteers
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: $24.00 - $26.75 per hour
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 needed by event schedule.
WORK ENVIRONMENTThe 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
Advises Aztec Student Union Board (ASUB) subcommittees and volunteers
Works closely with the Aztec Student Union Assistant Director of Event Services, Event Planners, Aztec Student Union Assistant Director of Operations, Operations Coordinator, Operations Supervisor and operations student staff
Coordinates and works closely with Government Affairs and Business Services staff and AS Graphics department
Outside the Organization:
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 and Campus Diversity
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.
