Supervisor, Scheduling and Event Support - Student Union, Inc. of SJSU : Job Details

Position Type: Administration - Event Center Date Posted: 7/31/2025 Location: San Jose, CA Job Title: Supervisor, Scheduling & Event Support Department: Event Center Supervisor: Director, Event Center Location: Provident Credit Union Event Center Classification Title: Full Time FLSA Status: Non-Exempt Grade: 4 Compensation: $50,276.30 to $74,891.44 The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center (PCUEC), and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus and is governed by a Board of Directors made up of a student majority, faculty, and administrators. Mission The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience. Job Summary Under general supervision of the Director of the Provident Credit Union Event Center, the Supervisor, Scheduling & Event Support is responsible for the scheduling, event support, and administrative functions for the Event Center and back-up to other Student Union, Inc. locations. Essential Functions and Tasks

• Consults with PCUEC users and customers concerning space reservation needs to determine suitability of space(s) for requested activities, assigns rooms and spaces in the Event Center (and other Student Union, Inc. locations) and non-academic spaces in other campus locations as needed.
• Informs clients regarding spaces assigned, policies and procedures, and deadlines relative to reservations processes, verbally and or in writing. Ensures creation, organization, and implementation of operational procedures for client service and departmental communications.
• Notifies appropriate staff and/or users regarding coordination of event needs for space reservations. This may include campus partners such as Athletics and Club Sports, but also assist in coordinating custodial services or other needs.
• Meets with customers regarding use of room space, including planning, preparation of cost estimates, parking, catering/food, security needs, staffing, set-up and take-down and all other event logistics.
• Creates accurate invoices and billing information for clients subsequent to events and space usage.
• Produces event daily operations reports for PCUEC operations staff and other users.
• Compiles lists of individuals and groups requesting activity space in the Event Center building.
• As capacity allows, support overall Student Union, Inc. event management and scheduling needs.
• Maintains records of available space, space used, cancellations, revenues and expenses.
• Coordinates with Student Union, Inc. and/or Athletics staff on marketing for marquis, displays and other aspects of the facility.
• Hires, trains and supervises student assistants for operational needs as appropriate; may assist with scheduling of student staff.
• Demonstrates excellent customer service, promptly responds to all customer needs.
• Performs other job-related duties as assigned.

Knowledge, Skills and Abilities (KSAs)

• A good understanding of event scheduling and facility operations.
• Demonstrated experience in organizing, prioritizing, and coordinating work activities in a customer service setting.
• Collaborative partner with all student union facilities, campus departments, student organizations and university community to support all services.
• Excellent interpersonal skills
• Strong oral and written communication skills.
• Demonstrated ability to plan, organize and prioritize daily activity.
• Demonstrated ability to develop and coordinate programs.
• Demonstrated ability to perform administrative and financial functions in support of the operation.
• Experience in computer applications such as: Google Suite (Gmail, Docs, Slides, Sheets, Forms, etc.) Microsoft Office (Word, Excel, PowerPoint, etc.).
• Experience with Event Management Scheduling (EMS) systems a plus.

Physical Demands and Work Environment

• Ability to exchange information in person or on the telephone
• Ability to operate a computer keyboard and calculator
• Ability to read and comprehend a variety of materials
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height
• Physical agility to lift, carry, push, or pull objects 10-25lbs
• Schedule may vary with periodic large event supports scheduled in advance

Minimum Qualifications

• Requires a bachelor's degree in a related field or an associate's degree with 2 years of experience working in an administrative supportive role.
• Experience with events, arenas, scheduling required.

Preferred Qualifications

• Experience within a university community, including student unions, student activities, and residence life or student development.
• Experience in a large, non-profit corporation.
• Understanding of arenas and/or athletic venues.

Benefits This position is employed through Student Union at San Jose State University which offers an excellent benefits package including Medical, Dental & Vision insurance (fully paid on selected packages by the company for the employee and dependents), Life and Supplemental Insurance, Vacation, Sick Leave, paid Holidays, 403(b) retirement program, tuition reimbursement, employee development opportunities and more. Equal Opportunity/Affirmative Action The Student Union of San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, pregnancy, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. The Student Union and SJSU have a firm and unambiguous commitment to the active elimination of discrimination, and the affirmative recruitment of a diverse, multi-racial community of students, faculty and staff. Background Check and Fingerprinting Student Union employees are required to undergo and complete a successful background check that includes verification of employment and education, as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors and cash management will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work performed. In some cases, the background check will include a credit check and/or a Department of Motor Vehicles check, as well as a check of licenses and certificates when applicable. All background checks are conducted through the Student Union third-party vendor, Accurate Background. California State University (CSU) Learning & Development Within the first month, all employees are required to complete the following compliance online training sessions through CSU Learn, the University's employee training platform. Employees will be enrolled in the training soon after their appointment is processed and will be notified via email from [email protected].

Injury and Illness Prevention Program

Discrimination and Harassment for Supervisors/Non-Supervisors

Gender Equity and Title IX Prevention Program (Title IX)

Data Security and FERPA

Mandated Reporters of Child Abuse

California Child Abuse and Neglect Reporting Act All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.