| Department Description: |
The University of San Diego, with its college and six schools, distinctive academic centers and institutes, proximity to Asia and Latin America, and commitment to Catholic traditions, offers students a unique educational experience. A USD education is characterized by academic rigor in its undergraduate and graduate programs offering transformative opportunities through student/faculty research, global experiences, community service learning and internships that develops the knowledge, values and skills needed to serve the global, civic and faith communities.
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| Detailed Description: |
The Operations Coordinator is responsible for ensuring the Joan B. Kroc School of Peace Studies (KIPJ), Knauss Center for Business Education (KCBE), Learning Commons (LC) Camino Hall (CH) facilities and Casa de La Paz (CDLP) guest residence including all offices, classrooms, meeting rooms, overnight guest rooms, and public spaces, are welcoming and engaging for our diverse campus community and guests. Oversee and coordinate daily operations including but not limited to, assisting director in managing staff, scheduling of space, the coordination and execution conferences, events, guest overnights, use of classrooms, the set-up, operation and troubleshooting audiovisual equipment, maintenance, and safety. Ensure the highest level of customer service is offered to clients. Exercise independent judgment and initiative in bringing information opportunities or challenges to the Director’s attention. The Operations Coordinator is responsible for facility opening, closing and emergency evacuation procedures, and compliance with University and state rules and regulations regarding safety of building personnel and guests. Represent the University of San Diego while working with the campus community and the local, national, corporate, and non-profit communities.
Duties and Responsibilities:
Operations and Events
- Coordinate logistics and support for all conferences, events, guest overnights and use of classrooms.
- Conduct pre-event logistical planning of event and overnight guest related services provided by the unit.
- Daily execution of all events and activities from set-up to strike. Serve as client point of contact throughout event, coordinating services, managing transitions, assist in directing operations staff.
- Ensures the smooth flow of each event including any potential conflicts between multiple events occurring at the same time.
- Conduct room set-up including but not limited to furniture and audiovisual equipment, Job
- Assist with custodial service as necessary. Utilize event management (EMS) and room diagram software (Social Tables) and update regularly to reflect changes in services or equipment needed for events
- Conduct post event follow-up with clients to express appreciation, solicit feedback to improve services and discuss repeat or potential future business.
- Coordinate service requests including campus services such as catering, parking, tram, etc., and outside sources, ensuring all services are provided in a timely manner and meet the standards of delivery established by Operations unit.
- Provide care, upkeep and troubleshoot audiovisual and other equipment and furnishings, and coordinate repairs.
- Ensure the four-unit Casa de la Paz guest residence is maintained and ready to receive guests.
- Proactively monitor the facilities to ensure it is clean, orderly, and comfortable for staff and guests. Make routine checks of all interior and exterior spaces. Take the necessary action to address any problems. Make recommendations to the Director on improvements to the facility and functionality.
- Take a lead role in emergency and evacuation management. Conduct annual inventory of all event space and resources including furniture, audiovisual and other equipment, linens, towels and bedding.
- Make recommendations to the Director on new or replacement equipment, furniture, supplies and other purchases.
- Prospect for new external event business and conduct site inspections for potential clients.
- Attend campus scheduling and other meetings.
- Develop a special projects list and keep director updated on status of projects as requested.
Personnel Management
- Assist with recruiting, training, scheduling and supervising Operations unit full-time staff, part-time casual staff, Federal workstudy and other student staff, in the daily operation of the facility and the coordination and execution of all events.
- Participate in weekly staff meetings to review upcoming activities, discuss past events and solicit feedback on how to improve service or delivery.
Special Conditions of Employment:
- This person must be flexible and willing to work a demanding schedule that often requires early morning or late evening and weekend hours, changes on a weekly basis, and may require overtime.
- They must able be able and willing to perform duties of subordinates or others as needed and or dictated by the requirements of scheduled activities.
- They may be contacted during non-scheduled times to assist with challenging or emergency situations.
- Must be able to lift and move furniture up to 50 lbs.
Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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| Job Requirements: |
Minimum Qualifications:
- High School diploma required
- Two years of work experience required. A minimum of one year demonstrated knowledge and experience in the set-up, operation and troubleshooting of audiovisual equipment required. Audiovisual technical experience including support and training for Creston, AMX video and audio switching equipment, LCD projectors, lighting, live streaming, and wireless sound
- Demonstrated knowledge of an ability to use EMS or equivalent reservation software.
- Excellent communication and interpersonal skills including tact, diplomacy and flexibility, with a desire to provide superior customer service.
Preferred Qualifications:
- Bachelor’s degree from an accredited college or university preferred or equivalent work experience. Hospitality, Tourism or another related field preferred.
- Event coordination experience in a college or university setting, hotel conference center or similar environment preferred
- One year of supervisory skills preferred
- Experience with room diagramming software preferred.
- Event/venue sales experience preferred.
- Ability to speak Spanish preferred.
Performance Expectations - Knowledge, Skills and Abilities:
- Have the ability to work well in a diverse environment with diverse personalities.
- Able and willing to represent the University, and the Operations and Events office in a positive manner.
- Ability to establish and maintain good working relationships with colleagues, faculty, staff, students, clients and the public. Ability to lead teams, work collaboratively and independently with minimal supervision, assume responsibility, and effectively deal with problems.
- Ability to work cooperatively while not under direct supervision. This person must enjoy contact with the public, be skilled at problem solving, and possess flexibility and versatility in order to contribute to evolving work situations.
- Possess tact, poise and diplomacy with a diverse population in a demanding environment.
- Ability to exercise independent judgment when making decisions and handle confidential information.
- Ability to reason logically, draw valid conclusions and make appropriate recommendations.
- Ability to work nights and weekends depending on the event schedule. Detail oriented with strong organizational skills in order to prioritize work for self and staff, with the flexibility to adapt to changing conditions and frequent interruptions.
- Ability to anticipate and recognize problems, issues and opportunities as they arise and advise staff and internal and external clients appropriately.
- Knowledge of, and or ability, to comprehend and interpret university and departmental policies and procedures.
- Ability to communicate effectively in English, both oral and written.
- Ability to operate a PC in a Windows environment and navigate software programs.
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