Office of the President/Admissions and Recruitment
Administrative Analyst/Specialist - Exempt I
RESPONSIBILITIES & DUTIES:
On campus Event Support: Plans, implements, and assesses events and activities including but not limited to Admitted Dolphin Day, Campus Preview Days, CSU Counselor Conferences, Counselor Day, regional admission receptions, scholarship workshops, registration/enrollment events, student success tools workshops and presentations, and events for specific student populations and families/supporters. Maintains database of vendors for events. Provides lead coordination and support for event including planning, scheduling, logistics, and coordination with internal and external stakeholders, such as faculty, staff, students, and alumni, and scheduling event staffing. In collaboration with Director of Enrollment Management Marketing & Communication, assists with implementing marketing plans for events. Executes event arrangements such as room design, parking, audiovisual, technical needs, etc. matching divisional need to available space and services. Tracks and reports on event attendance and engagement. Develops, tracks, reconciles, and provides recommendations of budgets for each corresponding event. Keeps track of new trends in event planning industry and innovative promotional materials.
Off-campus Event Support: Assumes primary responsibility for planning and implementation, and leadership of all aspects of assigned Enrollment Management (EM) off- campus events providing excellent customer service. Schedules the off-campus facilities for events and programs which include, but are not limited to meetings, conferences, workshops, welcome receptions, breakfasts, and other special programming. Acts as a liaison between the event organizer(s) and the “service providers” for on-campus departments and outside vendors. Consults with other staff within Enrollment Management on event arrangements such as room design, parking, audiovisual, technical needs, etc. matching client need to available space and services. Acts as a super-user for 25Live (campus reservation system) ensuring all event details are entered in system following campus procedures on space and resource reservations. Develops, analyzes, and implements event attendees’ satisfaction evaluation process continually assessing processes and procedures to identify areas for efficiency and effectiveness. Responds to complaints and takes necessary corrective action which may include personally requesting unauthorized persons to vacate facilities and/or notifying University Police if these persons refuse to vacate.
Other duties: Develops and monitors program budget to ensure expenditures are appropriate. Develops and monitors Enrollment Management promotional item inventory. Represents CSUCI at various EM events on and off campus. On occasion, visits local community college and high schools. Assists and lends support to the ongoing assignments of other colleagues within the EM Marketing & Communication and Visitor Experience unit. Establishes and chairs event working groups comprised of representatives from various EM and campuswide partners to facilitate signature enrollment events. Makes recommendations and submits budget requests for maintenance, replacement, and acquisition of inventory. May direct the work of student assistants assigned to support EM events. Responsible for executing facilities use agreements. Performs additional related duties as assigned.
REQUIREMENTS OF POSITION:
Bachelor’s degree from a four-year college or university, preferably in the area of business, hospitality, finance, public administration, or urban planning and development or equivalent experience. A minimum of three years of administrative duties of broad scope and complexity that involve event planning, financial matters, budget, and developing and implementing policies and procedures.
Must be able to effectively communicate, both orally and in writing, with all levels of the campus community and the general public. Demonstrated skills in working collaboratively including delegating work to accomplish departmental goals and objectives efficiently and effectively. Ability to anticipate problems and address them proactively; exercise effective and independent professional judgment; establish and maintain collaborative effective working relationships with others. Must be able to work in a high volume, fast-paced, deadline-oriented environment where accuracy is imperative. Knowledge of a variety of computer software including word processing and spreadsheet applications. Strong interpersonal, budgetary, organizational, and administrative and communication skills are required. Demonstrated exceptional knowledge of and ability to utilize 25Live reservations software system preferred. Flexibility in hours and days available for scheduled events, which include nights and weekends. Must be available by cell phone for contact after normal business hours when covering an event. Required to be on-site to facilitate University events (both on campus and off campus events).
Physical demands: Frequent/Continuous reaching within arm’s distance, frequent sitting in office chair, up to 5-7 hours at a time. Frequent lifting/carrying of up to 30 pounds for event set-up including pulling and pushing event equipment and continuous bending and stooping at waist. Ability to stand/walk up to 60 minutes at a time (especially during events) and the ability to stand/walk up to 30 minutes at a time over uneven terrain and up and down slopes. Continuous use of hands to operate telephone, computer systems, filing, and writing activities, frequent reaching at or above waist level and shoulder level. Occasionally work outdoors, sometimes during inclement weather conditions.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
Hiring Salary: $4,598 - $5,733 per month
