Events and Conferences Coordinator

About the Company

The Student Union, Inc. is a 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. The organization supports the development, growth, and well-being of students and the campus community by providing diverse programs, services, and quality facilities.

Responsibilities

• Consult with customers regarding space reservation needs for the Compean Student Union Building, Provident Credit Union Event Center, and Spartan Recreation and Aquatic Center
• Inform clients of assigned spaces, policies, procedures, and reservation deadlines
• Prepare event diagrams, confirmations, and estimated costs for various locations
• Create and maintain master calendars for all reservations and distribute event schedules
• Prepare daily event reports for operations staff and other users
• Assist with processing event insurance and maintaining records of space usage and cancellations
• Prepare event signage maps and communicate placement needs to the operations team
• Provide clerical and administrative support to the Event Services Office and student assistants
• Conduct tours of Student Union event spaces for potential clients
• Ensure strict adherence to cash handling and accounting policies

Requirements

• Experience in event coordination or administrative functions
• Ability to prepare space diagrams and event reports
• Strong customer service and communication skills
• Proficiency in clerical and administrative tasks
• Ability to follow strict accounting and cash handling procedures