Event Planner I

Fullerton, CA | University Conference Center | Full-time

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Position Title: Evet Planner I

 

Starting Salary Compensation: $34,152 - $61,776      

 

Summary: 

The Event Planner I, utilizing an event scheduling software system, must effectively plan and coordinate the use of Titan Student Union (TSU) facilities, equipment, and services. Facilities include numerous meeting and conference rooms; a large, three-part banquet/exhibit hall, a theater, several dining and patio areas, amphitheater, and miscellaneous public areas such as lobbies and lounges. The Event Planner I advises each client in the most effective methods of planning and executing successful meetings and events. Such events, hosted by Associated Students Inc. (ASI) entities, registered CSUF student organizations, CSUF departments, and groups not affiliated with CSUF, include, but are not limited to, cultural shows, banquets, orientations, conferences, vendor exhibits/shows, workshops, ceremonies, and wedding receptions.

Diversity, Equity and Inclusion are core values of Associated Students Inc. CSUF. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. The Event Planner I will support ASI’s DEI plan in all programming, services and interactions.

 

Essential Duties and Responsibilities:
1. Process facility reservation requests; determine appropriate facility and service requirements; provide client with rental information including facility use policies, procedures, and resources, facility and staffing costs, catering procedures, parking information, and important deadlines. When appropriate, advise client on other available campus resources that may be helpful for the reservation.
2. Prepare facility use agreements by determining appropriate fees for facility use, equipment, personnel, and other services.
3. Determine and apply requirements for client liability insurance.
4. Review food and beverage plans for each event to ensure proper coordination with caterers approved to operate in the TSU.
5. Process payments for all departmental transactions for facility use, event staffing, and additional reservation expenses. Record and store departmental copies of payment receipts, and distribute payment receipts to clients.
6. As appropriate, inform client of policies and procedures related to self-catering and alcoholic beverage service.
7. Communicate event support requirements with various TSU and CSUF departments to ensure proper event coordination.
8. Attend to customer requests as appropriate. Respond to customer concerns and provide appropriate resolutions to unanticipated problems.
9. Utilize event-diagramming software to design meeting and event space equipment layouts based on client needs.
10. Attend and monitor the beginning of certain high profile or complex reservations as necessary for delivery of excellent customer service, maintenance of positive client relations, or as directed by supervisor.
11. Support the education of clients regarding the TSU facilities, resources, policies, and procedures. Assist in the planning, development, and delivery of this information and associated materials.
12. Support the maintenance of a master reservations schedule on an event scheduling software database configured to manage TSU facilities and equipment.
13. Support the day-to-day functioning of the University Conference Center by providing office coverage to serve guests and visitors and answer general office phone calls and emails.
14. Maintain strict adherence to safety regulation and attend safety meetings as scheduled.
15. Perform related and other duties as assigned by supervisor.

 

Minimum Qualifications:

Education
High School graduate or equivalent.


Experience:
Equivalent to three years of progressively responsible experience in customer service and event planning in a diverse public environment.
Experience with word processing and computerized reservations systems highly desirable.

 

Knowledge, Skills and Abilities
• Strong organizational skills, computer proficiency (MS Office – Word, Excel and Outlook), office methods, procedures and policies, customer service/sales skills. Familiarity with MS Access preferred.
• Rapidly acquire and apply a general knowledge of the overall operations, functions and programs of the University Conference Center department, ASI, TSU, and the campus.
• Understand and apply the principles, concepts, and work processes pertinent to the professional operations of a meeting and conference center.
• Demonstrate applied critical thinking skills.
• Analyze problems and apply sound judgment to assess and negotiate practical solutions.
• Coordinate and prioritize many different tasks, set deadlines, and complete projects accordingly.
• Must be able to work under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
• Clearly and concisely, explain a variety of complex procedures and policies to students, the public, and other campus employees.
• Work effectively with coworkers, customers, and others by sharing ideas in a constructive and positive manner;
• Listening to and objectively considering ideas and suggestions from others;
• Keeping commitments;
• Keeping others informed of work progress, timetables and issues;
• Work effectively within a complex organizational setting and a multi-cultured campus environment.
• Effectively communicate and present clear and concise information in both oral and written forms.
• Addressing others by name, title or other respectful identifier and respecting the diversity of our work force in actions, works and deeds.
• Addressing problems and issues constructively to find mutually acceptable and practical business solutions; and
• Respecting the diversity of our work force in actions, works and deeds.

 

Core Competencies
• Organizational Skills.
• Communication.
• Networking Savvy.
• A Basic Understanding of Events.
• Client-first Approach.
• Problem-solving.
• Negotiation and Budgeting.
• Multitasking.


Typical Working Conditions:
Work is performed in a temperature controlled office; contact with staff, faculty, students, campus community, and private and public agencies. Occasional evening and weekend work.


Special Requirements:
• Must be able to pass a urine drug screen.
• Upon hire employment history, criminal, and employment background check will be completed.
• No Mandated Reporter Requirement.

 

The Associated Students, CSUF, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.