Supervisor, Scheduling and Event Support

Student Union

Posted on : 02-08-2025

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1 Vacancy

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Job Location

San Jose, CA - USA

Monthly Salary

$ 50276 - 74891

Vacancy

1 Vacancy

Posted on : 02-08-2025

Job Description

Position Type:
Administration - Event Center

Date Posted:
7/31/2025

Location:
San Jose CA

Job Title: Supervisor Scheduling & Event Support
Department: Event Center
Supervisor: Director Event Center
Location: Provident Credit Union Event Center Classification Title: Full Time
FLSA Status: Non-Exempt
Grade: 4
Compensation: $50276.30 to $74891.44

The Student Union Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San Jos State University in downtown San Jos California. These facilities include the Diaz Compean Student Union Building the Provident Credit Union Event Center (PCUEC) and the Spartan Recreation and Aquatic Center. The Student Union Inc. functions as part of the Student Affairs Division on campus and is governed by a Board of Directors made up of a student majority faculty and administrators.

Mission
The Student Union Inc. of San Jose State University supports the development growth and well-being of students and the campus community by providing diverse programs desired services and quality facilities to enhance the collegiate experience.

Job Summary
Under general supervision of the Director of the Provident Credit Union Event Center the Supervisor Scheduling & Event Support is responsible for the scheduling event support and administrative functions for the Event Center and back-up to other Student Union Inc. locations.

Essential Functions and Tasks

Consults with PCUEC users and customers concerning space reservation needs to determine suitability of space(s) for requested activities assigns rooms and spaces in the Event Center (and other Student Union Inc. locations) and non-academic spaces in other campus locations as needed.
Informs clients regarding spaces assigned policies and procedures and deadlines relative to reservations processes verbally and or in writing. Ensures creation organization and implementation of operational procedures for client service and departmental communications.
Notifies appropriate staff and/or users regarding coordination of event needs for space reservations. This may include campus partners such as Athletics and Club Sports but also assist in coordinating custodial services or other needs.
Meets with customers regarding use of room space including planning preparation of cost estimates parking catering/food security needs staffing set-up and take-down and all other event logistics.
Creates accurate invoices and billing information for clients subsequent to events and space usage.
Produces event daily operations reports for PCUEC operations staff and other users.
Compiles lists of individuals and groups requesting activity space in the Event Center building.
As capacity allows support overall Student Union Inc. event management and scheduling needs.
Maintains records of available space space used cancellations revenues and expenses.
Coordinates with Student Union Inc. and/or Athletics staff on marketing for marquis displays and other aspects of the facility.
Hires trains and supervises student assistants for operational needs as appropriate; may assist with scheduling of student staff.
Demonstrates excellent customer service promptly responds to all customer needs.
Performs other job-related duties as assigned.

Knowledge Skills and Abilities (KSAs)

A good understanding of event scheduling and facility operations.
Demonstrated experience in organizing prioritizing and coordinating work activities in a customer service setting.
Collaborative partner with all student union facilities campus departments student organizations and university community to support all services.
Excellent interpersonal skills
Strong oral and written communication skills.
Demonstrated ability to plan organize and prioritize daily activity.
Demonstrated ability to develop and coordinate programs.
Demonstrated ability to perform administrative and financial functions in support of the operation.
Experience in computer applications such as: Google Suite (Gmail Docs Slides Sheets Forms etc.) Microsoft Office (Word Excel PowerPoint etc.).
Experience with Event Management Scheduling (EMS) systems a plus.

Physical Demands and Work Environment

Ability to exchange information in person or on the telephone
Ability to operate a computer keyboard and calculator
Ability to read and comprehend a variety of materials
Sitting or standing for extended period of time
Physical agility to lift 20 pounds to shoulder height
Physical agility to lift carry push or pull objects 10-25lbs
Schedule may vary with periodic large event supports scheduled in advance

Minimum Qualifications

Requires a bachelors degree in a related field or an associates degree with 2 years of experience working in an administrative supportive role.
Experience with events arenas scheduling required.

Preferred Qualifications

Experience within a university community including student unions student activities and residence life or student development.
Experience in a large non-profit corporation.
Understanding of arenas and/or athletic venues.

Benefits
This position is employed through Student Union at San Jose State University which offers an excellent benefits package including Medical Dental & Vision insurance (fully paid on selected packages by the company for the employee and dependents) Life and Supplemental Insurance Vacation Sick Leave paid Holidays 403(b) retirement program tuition reimbursement employee development opportunities and more.

Equal Opportunity/Affirmative Action
The Student Union of San Jos State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age ancestry citizenship status color creed disability ethnicity gender genetic information pregnancy marital status medical condition national origin race religion or lack thereof sex sexual orientation transgender or protected veteran status consistent with applicable federal and state laws. The Student Union and SJSU have a firm and unambiguous commitment to the active elimination of discrimination and the affirmative recruitment of a diverse multi-racial community of students faculty and staff.

Background Check and Fingerprinting
Student Union employees are required to undergo and complete a successful background check that includes verification of employment and education as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors and cash management will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work performed.

In some cases the background check will include a credit check and/or a Department of Motor Vehicles check as well as a check of licenses and certificates when applicable. All background checks are conducted through the Student Union third-party vendor Accurate Background.

California State University (CSU) Learning & Development
Within the first month all employees are required to complete the following compliance online training sessions through CSU Learn the Universitys employee training platform. Employees will be enrolled in the training soon after their appointment is processed and will be notified via email from

Injury and Illness Prevention Program
Discrimination and Harassment for Supervisors/Non-Supervisors
Gender Equity and Title IX Prevention Program (Title IX)
Data Security and FERPA
Mandated Reporters of Child Abuse

California Child Abuse and Neglect Reporting Act
All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Required Experience:

Manager

Employment Type

Temp

Company Industry

Department / Functional Area

Administration

Key Skills

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About Company

Student Union

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Supervisor, Scheduling and Event Support

Student Union

Job Description

Employment Type

Company Industry

Department / Functional Area

Key Skills

About Company

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