Audio Visual Specialist/Event Coordinator (SMSU)

at  California State University San Bernardino

EMPLOYMENT SUMMARY

Full-Time, exempt position.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements 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. Strong communication and organizational skills, with the ability to manage multiple tasks simultaneously in a fast-paced event environment. Excellent time management and problem-solving abilities are essential.

EDUCATION AND/OR EXPERIENCE

Minimum of one year of experience managing teams, running live productions, overseeing audio visual installations, diagnosis and equipment testing, providing customer service and equipment repair. 1 - 2 years’ experience working with students preferred.

MATHEMATICAL SKILLS

Ability to perform simple mathematical computations Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

COMPUTER SKILLS

To perform this job successfully, an individual should have advanced knowledge of MS Office, including Excel Word, PowerPoint, and Outlook. Working knowledge of EMS, 7Point Ops, Adobe Creative Suite preferred.

GENERAL PURPOSE

The Audio-Visual Specialist/Event Coordinator is responsible for managing all aspects of the Santos Manuel Student Union’s audio-visual services and event operations, ensuring smooth coordination of events both on and off-campus. The role involves overseeing AV setups, supervising event configurations, troubleshooting equipment issues, and providing exceptional customer service. This position requires hands-on technical expertise, leadership in supervising student assistants, and effective communication with clients to ensure successful event execution. Frequent on-site and remote late night and weekend hours required.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Serves as a specialist in the areas of audio-visual and room configuration needs for in-house, on- and off-campus contacts.
• Maintain a high level of customer service by actively engaging with clients, addressing their needs promptly, and ensuring clear and productive communication to deliver optimal solutions and enhance overall customer satisfaction.
• Utilize critical thinking and quick decision-making skills to resolve issues on the spot during events, ensuring smooth operations and promptly addressing unexpected challenges to maintain a positive attendee experience.
• Oversees installations, upgrades, and maintenance of AV systems, including conference rooms, digital signage, and video telecommunications. Performs diagnostic testing, resolves integration issues, and restores non-working AV equipment to operational condition.
• Oversees meeting room and facility setups by meeting with the Event Services Manager and clients to discuss configuration needs and oversees the setup of spaces.
• Restores non-working AV equipment to working condition and provides routine move/add/change support.
• Oversees inventory management by tracking, organizing, and maintaining accurate records of supplies and equipment, ensuring efficient storage organization and timely replenishment to support operational needs.
• Critically analyze systems to ensure user-friendly functionality and develop clear, easy-to-understand instructions and documentation for end users, tailoring communication to their technical skill level for improved accessibility and efficiency.
• Assists with capital purchases and minor capital expenditures for meeting room furniture and equipment.
• Maintains all video walls, video displays, Extron, and projection systems in SMSU North and South.
• Sets up and tests new AV equipment and user devices, including Video Telecommunications equipment, and supports analysis, selection, integration, installation, documentation, and maintenance of new or test AV equipment and devices.
• Maintains required records and documentation and maintains liaison with outside vendors and contacts vendor(s) for support as necessary.
• Responsible for observing all laws, regulations and other applicable obligations wherever and whenever business is conducted on the behalf of the SMSU. Expected to work in a safe manner in accordance with established operating procedures and practices.
• Provides input related to SMSU Scheduling and Facilities Use Policies.
• Serves as extension of the Associate Director of Operations during requirement gathering, job walks, and other AV related duties
• Serves on campus-wide committees as assigned by the Associate Director of Operations.

SUPERVISORY RESPONSIBILITIES

Supervises Audio Visual and Event Operations student assistants. Provides a developmental work environment, with appropriately differentiated supervisory and task levels for Lead Student Assistants. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.