Summary

Job Description

Responsible for directly interacting with clients and conference guests in facilitating logistic arrangements for conference groups; responsible for the day to day needs of conference participants. This position requires the incumbent to be available to work specific dates, usually May 1st through August 30th.

ESSENTIAL DUTIES AND RESPONSIBILITIES DEPENDING ON LOCATION:

NOTE: The duties listed below are examples of the variety and general nature of those performed by employees in this job description. The list is descriptive only and should not be used for any other purpose. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is not an all-encompassing list and additional duties may be assigned based on business needs. The responsibilities listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Acts as a liaison for SDSU Conference Services in assuring that accommodations for lodging, meetings, facilities, meals and other arrangements are coordinated and scheduled as specified in each conference group’s contract or subsequent amendments.
• Attends and conducts weekly meetings with senior staff members and several times a week with the Conference Services General Manager.
• Assists the Conference Services Managers with logistical arrangements for conference groups prior to arrival as well as when the group is officially on-site.
• Assists and communicates effectively with clients via email, phone and in person.
• Oversees completion of registration forms, preparing welcome materials, conducts welcome orientations and campus tours.
• Coordinates the check in/out process of groups, to include working with the Campus Partner Coordinators to ensure proper and timely set-up of tables, chairs, and meeting facilities; assists with set-up of tables, chairs, AV equipment, etc. as needed.
• Responsible for meeting multiple deadlines that are assigned to each program.
• Works extensively with campus departments to ensure that they have all necessary information to provide excellent customer service.
• Ability and willingness to transport self across campus quickly and on short notice to pick-up, print and or scan mails, permits & other documents, and to set up & check facilities and equipment as needed.
• Assists in supervising, training and supporting Operations Assistants during the summer season.
• Assist with updating manual and training modules.
• Prepares a variety of reports and paperwork relating to the billing and tracking of conference groups and participants; submits reports within 48 hours of departure for each group.
• Attends training meetings and completes training courses as required of the position.
• Develops and maintains working relationships with conference staff/attendees, coworkers, vendors, student organizations, faculty, staff, and University personnel.
• Assists other departments as directed by the manager.
• Must comply with and ensure continued, consistent compliance with all company policies, and federal, state, and local laws/regulations including but not limited to: employment, safety, and health.
• Other duties as assigned.
  
  

Job Requirements

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIRED:

The minimum requirement for applicants is a high school diploma or General Education Development (GED) degree; and a minimum of one year experience in a position with significant public contact experience.

Incumbent must be highly organized and detail oriented. Ability to coordinate and prioritize varied tasks, set deadlines and complete projects accordingly. Must have excellent interpersonal, oral and written communication skills. Must have the ability to solve a wide range of problems and develop practical solutions.

Valid CA driver’s license with clean DMV report preferred.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Language Skills

Must be able to read, write and understand English. Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read, comprehend, analyze, and interpret general business information, governmental regulations, and technical/trade journals. Requires the ability to write reports, business correspondence, and procedure manuals. Requires the ability to effectively present information and respond to questions from employees, subordinates, vendors, other departments, customers and the general public.

Mathematical Skills

Requires the ability to calculate figures and amounts such as discounts, portions, percentages, and volume. Ability to apply concepts of basic math. Requires the ability to prepare and analyze numerical figures, create and interpret spreadsheets.

Reasoning Ability

Requires the ability to apply common-sense understanding to carry out general written or oral instructions. Must be able to multi-task, prioritize work and pay attention to detail. Requires excellent analytical, quantitative skills, organizational and management skills.

Manual Dexterity

Must have average levels of eye/hand/foot coordination. Must be able to utilize a computer. Requires the ability to use a variety of office machines and equipment.

Physical Communication

Must have the ability to talk/expressing and/or exchanging ideas and hear/perceiving sounds.

Physical Demands

Must be physically able to operate office equipment such as computers, copy machines, and facsimile machines. While performing the duties of this job, the employee is occasionally required to sit; use hands to touch, handle, or feel objects; key pad or papers, book and reach with hands and arms. Employee is frequently required to stand, walk. Must be able to move, lift or carry heavy objects or materials up to 30 pounds. Specific visual abilities required by this job include close vision, peripheral visions, distance vision, and color vision for extensive reading and interpretation of reports and documents.

WORKING CONDITIONS AND HAZARDS

Work is regularly performed in a traditional office setting with frequent travel to work site for project management and inspections. The noise level in the work environment is usually low to moderate.

Supplemental Information

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act pursuant to California Penal Code Section 11166.5.

Background Check Information

A background check will be conducted after a conditional offer of employment is extended by the company and accepted by the applicant and must be satisfactorily completed prior to any applicant beginning work in a full-time, part-time non-student, or sensitive student capacity with Aztec Shops Ltd.

Background checks will include, at minimum, verification of education and employment histories, criminal records, national sex offender registry check, and references. Additionally, based on the nature and scope of the position, the background check may also include a credit report, motor vehicle report, and verification of professional licenses.

Failure to answer background check questions honestly, and satisfactorily complete the background check may affect the employment status of applicants or continued employment of current Aztec Shops employees who apply for promotional positions which require a background check.

Aztec Shops Ltd. complies with all applicable federal, state and local laws, including California Fair Chance Act, when conducting background checks.

Aztec Shops will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Aztec Shops is concerned about criminal history that is directly related to the job, you will be given notice and an opportunity to respond and provide additional information such as rehabilitation efforts or mitigating circumstances, or information pertaining to the accuracy of the background report. Aztec Shops will consider all evidence of rehabilitation and mitigating circumstances. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.

Aztec Shops is a diverse community representing many perspectives, beliefs, and identities. We are committed to fostering an inclusive, respectful culture that promotes open communication, mutual respect, and a sense of belonging, to support the success of both our employees and students.

All Aztec Shops programs and activities are open and accessible to all individuals, regardless of race, sex, color, ethnicity, or national origin, and other characteristics protected by law. Consistent with California and federal civil rights laws, Aztec Shops maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices.

Aztec Shops is dedicated to providing equal opportunity in employment and ensuring that no employee or applicant faces unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin or any other characteristic protected by law. This commitment applies to all aspects of employment, including but not limited to recruitment, hiring, promotion, compensation, benefits, training, job assignments, disciplinary actions, and terminations.

Our commitment to equal opportunity ensures that every employee has access to the resources and support needed to thrive and succeed. Aztec Shops complies with Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and other applicable state and federal anti-discrimination laws.

For additional information about the SDSU campus policy please visit Affirming Equal Opportunity.