Job Description

SUMMARY: 

Under direction of the General Manager, Conference Services, this position represents Conference Services as a sales and operations agent of the department. This position reports to the General Manager, Conference Services and is responsible for working directly with campus partners and clients to sell university spaces and services, prepare proposals and execute contracts for Conference Services programs. Aside from the primary sales responsibilities, this position will also assist the General Manager, Conference Services in operating programs and facilitating logistical arrangements for Conference Services groups and responding to the day-to-day operational needs of clients. 

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.

• Prepares proposals and contracts for Conference Services clients including processing any proposal and/or contract changes.

• Sells San Diego State University (SDSU), Associated Students, Alumni Center and Mission Valley Enterprise spaces to Conference Services prospects, in addition to any other spaces made available to Conference Services to sell on behalf of the University.

• Coordinates with campus partners to answer pricing and availability questions as well as place holds, and respond to Request for Proposal (RFP) inquiries within (24-48) hours.

• Assists in creating and/or updating pricing sheets and internal documents.

• Assists in making pricing and inventory updates in the Conference Services software system Kinetic KxConferencing Suite.

• Acts as a liaison for SDSU Conference Services in assuring that accommodations for lodging, meetings, facilities, meal and other arrangements are coordinated and scheduled as specified in each conference group’s agreement or subsequent amendments.

• Attends regular meetings with staff members and partners of SDSU Conference Services Department as directed by General Manager, Conference Services.

• Assists the General Manager, Conference Services with logistical arrangements for conference groups and room assignments for participants during the Conference Services operational season and as needed throughout the Academic Year.

• Assists with collecting signed contracts, W-9 documentation, final guarantees, insurance documentation and deposits from clients and submitting those guarantees to campus partners.

• Oversees the check-in/check-out process, completion of registration forms and is responsible for preparing welcome materials. This also includes working with the Facilities Coordinator to ensure proper and timely set-up of tables, chairs, and meeting facilities; assisting with set-up of tables, chairs, AV equipment, etc. as needed.

• Prepares reports and paperwork relating to the billing and tracking of conference groups and participants.

• 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.

• 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. Related experience and/or advanced training or any equivalent combination of education and experience may be substituted. Previous hospitality industry education, experience and customer service experience is desired.

Incumbent must be highly organized and detail oriented with the ability to coordinate and prioritize varied tasks, set deadlines and complete projects accordingly. Must have excellent interpersonal, oral and written communication skills and maintain a professional manner in all situations.  Must have the ability to solve a wide range of problems and emergencies by developing practical solutions. 

This position may involve operating a company vehicle and/or golf cart on university or company property. As such, candidates must have a valid driver’s license and have not been issued more than three moving violations or have been responsible for more than three accidents (or any combination of more than three thereof during the past 12-month period). Applicants must be at least 18 years of age and will be required to provide proof of driving eligibility upon hire. 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

LANGUAGE SKILLS: 

Must be able to read, write and understand English, bilingual a plus.  Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read and comprehend a variety of informational documentation, procedures and correspondence.  Requires the ability to write correspondence with proper format, punctuation, spelling and grammar.  Must be able to communicate effectively using electronic media and in written and verbal forms.  Requires the ability to effectively communicate with customers and employees.  

MATHEMATICAL SKILLS:

Requires the ability to prepare and analyze numerical figures, create and interpret spreadsheets.  Must be able to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.

REASONING ABILITY:  

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

MANUAL DEXTERITY:

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 appearance presented to the public and internal employees must be professional.

PHYSICAL DEMANDS:  

Employee is frequently required to stand, walk/move, reach, bend, stoop, and move themselves to different locations on the SDSU campus. Must be able to operate computers, copy machines, fax machines and other general office equipment.  Must be able to move, lift or carry heavy objects or materials up to 50 pounds.  Specific visual abilities required by this job include close vision for extensive reading and interpretation of charts and/or spreadsheets.  

WORKING CONDITIONS AND HAZARDS

Work is regularly performed in a traditional office setting. The noise level in the work environment is usually low to moderate. May occasionally work outdoors with varying weather conditions, dust, allergens, noise and work temperatures.

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.