Event Operations Coordinator Jobs in Riverside, CA

Type of Appointment: Full Time, Probationary
Job Classification: Student Services Professional III
Anticipated Hiring Range: $5,540 - $5,707 per month
Work Schedule: Monday - Friday 8:00am - 5:00pm
THE DEPARTMENT:
The Bronco Leadership Center is dedicated to empowering students to achieve success by actively participating in co-curricular engagement, leadership development, and various campus-wide events, initiatives, and programs. Acknowledging the positive impact of student involvement on academic performance, persistence, and an increased sense of belonging, the office strives to engage our diverse student population through intentional and transformative culturally relevant programs, services, and events. Bronco Leadership Center are strong advocates for students and desire to equip them with co-curricular experiences that encourage self-discovery as part of their student journey and prepare them for life after college.
DUTIES AND RESPONSIBILITIES:

Front Desk Operations & Supervision

• Oversees the operations of the front desk.
• Recruits, interviews, hires, trains, leads and evaluates Leadership Specialists (student office assistants) to ensure quality customer service and proficiency with departmental operations.
• Ensures recruitment practices are inclusive and yield an applicant pool reflective of the CPP population.
• Provides task direction, work assignments, performance feedback, and conduct expectations.
• Meets one-on-one with student assistants to provide ongoing training, feedback on performance, and support.
• Ensures responsibilities are appropriate and effective as representatives of the department, division, and university.
• Ensures Leadership Specialists follow university employment guidelines and comply with labor law.
• Regularly assesses office assistant training curriculum for effectiveness and makes improvements.
• Oversees the main department email and phone lines.
• Processes and maintains student hiring paperwork and payroll.
• Identify and implement operational efficiencies.

Administrative Coordination

• Serve as timekeeper - responsible for ensuring that all staff and student staff accurately enter their hours worked, reviewing submitted entries for completeness and accuracy, and ensuring compliance with department timekeeping procedures and university policies.
• Maintain a high level of customer service and satisfaction with the diverse needs of the students, staff & faculty who come to the office.
• Demonstrate on-going understanding and appreciation of diversity and to meeting the needs of a multicultural university.
• Coordinates the Bronco Leadership Fund including leading approvals committee, coordinating with students for reimbursement process, updating the Leadership Fund manual and website.
• Curate student communication plan and office events utilizing Slate CRM to effectively inform students of leadership opportunities and enhance the student experience.
• Routinely update manuals with current processes, procedures, and policies as needed.
• Serve as liaison between Bronco Leadership Center and ASI, Inc. Financial Services.
• Approve posters & flyers from student clubs & organizations.
• Provide support to students who have question regarding the poster & flyer process.
• Attends and participates in all staff meetings, retreats, and trainings for BLC, the Student Experience cluster, and the Division of Student Affairs as assigned.
• Oversee and provide regular updates to the Bronco Leadership Center website utilizing the Cascade user platform.

Scheduling & Reservations

• Schedules indoor campus events for student clubs & organizations, utilizing classrooms inside and outside locations using 25Live online scheduling management platform.
• Maintains records of scheduling forms and supporting documents as needed.
• Train campus entities on the process to schedule space on campus
• Maintain and monitor campus calendar
• Coordinate Outreach Tabling for the department such as campus preview days and tabling requests from other departments.
• Serves as the primary BLC Departmental liaison to the campus scheduling committee.
• Refers larger external requests for events to license of facilities under Facilities Planning & Management.
• Develop annual work plans, assessment reports and provide additional data upon request.

Departmental Responsibilities 

• Assists the Director and Senior Coordinator of the Bronco Leadership Center (BLC) with the overall development of programs and services which affect the development and well-being of all students.
• Provide weekly office hours to meet with registered student organization schedulers to provide assistance with 25Live.
• Advises general student clubs/organizations with event planning and campus policies.
• Meets with student club/organization leaders to advise them on the processes needed and required to confirm scheduled events on campus.
• Advises Student Interest Clubs Council, which is one of the larger student councils on campus representing over 50 individual student clubs and organizations.
• Attends weekly executive board meetings and quarterly student retreats.
• Meets one-on-one with executive council club officers on a weekly basis.
• Helps to negotiate any conflicts among any individual clubs or organizations affiliated with the Student Interest Clubs Council.

Vendor Program

• Coordinates the Vendor Program which includes creating a database of approved vendors for the academic year with insurance certificates, updated contracts, and other required paperwork.
• Maintains and updates the vendor schedule.
• Works with campus facilities and risk management to obtain permits for the vendors.
• Ensures vendor compliance.
• Receives payment for use of space. Deposits these payments in a timely manner. Maintains good customer relations with all vendors.

Other

• Incumbent will be required to drive their personal vehicle to attend off campus meetings, trainings and conferences
• Interpret and advise campus members and non-affiliates on university policies and procedures.
• Maintain a strong level of written and verbal communication skills.
• Communicate in a manner that demonstrates sensitivity, compassion and understanding.
• Maintains a strong level of computing skills, including attendance at ongoing training sessions to enhance current skills.
• Serve as a campus protest monitor. Serve as building evacuation coordinator.

QUALIFICATIONS:

• Bachelor's Degree - Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related. or
• Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience. One year in the program area to which assigned may be preferred but is not required. A master's degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.
• Driver License, Valid and in State 
• Thorough knowledge of the principles of individual and group behavior. General knowledge of the principles, practices and trends of the Student Services field as well as general knowledge of the policies, procedures and practices of the program area to which assigned; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned. Working knowledge of student services programs outside the program to which immediately assigned. Ability to analyze complex situations accurately and adopt effective courses of action; advise students individually and in groups on complex studentrelated matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; carry out a variety of professionally complex assignments without detailed instructions; and establish and maintain cooperative working relationships with a variety of individuals.

PREFERRED QUALIFICATIONS:

• Masters degree preferred.
• Three years of progressively responsible professional student affairs work experience specifically working with campus scheduling and advising student clubs and organizations.

Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.
Education Code 89521 Requirements
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
CSU Classification Salary Range
This position is part of the APC bargaining unit 4. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,540 and maximum $7,893 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver's license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Conflict of Interest
This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing a...