Job Details

Conferences & Events Coordinator

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

Basic Function:
Under the general direction and supervision of the Director of Campus Services, the Conferences and Events Operations Coordinator performs a broad range of customer service, administrative support, and operational duties for the Conferences and Events Department. The position requires hands-on participation and will include a substantial role in the management of and participation in day-to-day operations of the Conferences and Events Department; such duties also entail managing student assistants within the Department and serves as the primary liaison for student assistants and the Director of Conferences and Events.

Representative Duties:
Participates (hands-on) in conferences and events set up, which includes setting up tables, chairs, stages, risers, music stands, and trash cans and participates in trash disposal. E

Provides work direction and guidance to student assistants during regular work hours, including scheduling student assistants for projects and assignments. E

Provides work direction and guidance to the Conferences and Events crew by coordinating tasks that include the setting up of tables, chairs, stages, risers, music stands, and trash cans as well as coordinating trash disposal and selling drama tickets on a year-round basis. E

Coordinates and participates in the preparation and clean-up of Residence Halls during the summer, which may involve moving and setting up furniture. E

Participates in public relations functions through positive relations with all visitors and attendees of conferences, events, and camps throughout the California Lutheran University campus. E

Assists in the development of strategies, goals, and objectives for the Department of Conferences and Events. E

Collaborates with the University Marketing Department to contribute content associated with the Department website, ensuring that the website is current and up-to-date. E

Working in conjunction with the Director of Conferences and Events, assists in handling student assistant disciplinary issues. E

Conducts food-handling safety and health inspections for events, which includes inspecting food trucks for safety and health compliance in preparation for events and as needed. E

Compiles and reviews statistical data for events, conferences, scheduling, and calendars. E

Develops and prepares various periodical and ad hoc reports and summaries. E

Monitors facilities and specifications of scheduled events, camps, conferences, and summer groups to ensure proper logistics and successful implementation. E

Requests unauthorized, unwanted visitors to vacate facilities or University premises in coordination with University Campus Safety. E

Manages storage and inventory of University events equipment. E

Interfaces with a multitude of contacts, including contractors, constituents, and key individuals to successfully coordinate and manage logistics for events. E

Manages various Departmental projects by establishing and coordinating project briefs, schedules, and checklists for projects and assignments. E

Performs other duties as assigned.

E=Essential Duties

Knowledge Of:
Basic and general audio-visual and computer systems

Events set up

Event management practices

Microsoft Word, Excel, PowerPoint, Outlook and other relevant software

Principles and practices of planning

Modern office practices, procedures and equipment

Correct English usage, grammar, spelling, punctuation and vocabulary

Customer service techniques

Interpersonal skills using tact, patience and courtesy

University mission, goals, and objectives

Ability To:
Actively listen to understand conveyed information and to ask questions as appropriate

Organize, prioritize, and time-manage multiple tasks, assignments, and projects

Assemble, organize and prepare data for records and reports

Interact with professionalism, courtesy, and tact

Use critical thinking skills to understand and resolve issues, complaints or problems

Compose correspondence and written materials independently

Communicate effectively, both orally and in writing

Establish and maintain cooperative and effective working relationships with others
Independently take initiative and lead on projects and assignments

Implement processes to improve workflow efficiency

Learn, interpret, apply and explain rules, regulations, policies and procedures

Work independently with minimal direction

Meet schedules and deadlines

Work effectively with constant interruptions

Understand and follow oral and written instructions

Operate a variety of office equipment, such as computers and related software printers, calculators and copy machines

Function well as a team member

Minimum Qualifications:
Any combination equivalent to: Bachelors Degree in the areas of Business, Hospitality Management, Organizational Leadership, or related field and one year of related experience in conference and event services or in the hospitality industry.

Preferred Qualifications:
Experience in an educational institution setting

Experience supervising student workers

Licenses and Other Requirements:
The position requires heavy hands-on participation in an events set-up environment, which may require lifting objects

Valid California Drivers License

ServSafe certification is required within three months of employment

Ability to work a flexible schedule including nights and weekends

Ability to work overtime

Physical Abilities:
Lift, carry, or move up to 50 pounds; dexterity of hands and fingers to operate a computer keyboard; standing and Sitting for extended periods of time; walking to conduct inspections of buildings and grounds and to supervise crews; hearing and speaking to exchange information in person or on the telephone; seeing to read a variety of materials.

Working Environment:
indoor and outdoor environment;constant interruptions; public engagement environment; subject to driving a vehicle to conduct work as assigned; position may involve some exposure to trash, odor, laundry, etc. associated with clean-up.

Posting Number: Staff000482018
Number of Vacancies: 1
Desired Start Date: 07/02/2018
Position End Date:
Open Date: 06/14/2018
Close Date: 6/24/2018
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/4474

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and Universitys policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.





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