Work Hours: Mon-Fri 8-5 pm, with occasional overtime, evenings/nights, weekends, and holidays
Percentage of Time: 100
Organizational Area: ANR:Planning & Evaluation
Posting Salary: Min $21.90/hr. to Mid $25.17/hr. Hiring salary is typically at or near the minimum of the range.
Position Summary: Under general supervision of the University's Agriculture and Natural Resources (ANR) Division Statewide Programs' Program Support Unit (PSU) Manager, provide administrative and programmatic support for ANR PSU, the Strategic Initiative Leaders and other high-level administrators in coordinating large (250+) and small scale conferences/symposiums and workshops. Coordinate conferences, setup marketing strategies and communications, and perform budgetary analyses and evaluation.
Position provides administrative and programmatic support for a clientele base of 900+UC and non-UC staff and academics in County and Extension offices, campus offices, Research and Extension Centers and outside organizations.
This position will promote, in all ways consistent with the other responsibilities of the position, accomplishment of the Affirmative Action goals established by the Division.
Special Conditions of Employment: Overtime Travel Travel outside of normal business hours
Other Special Conditions of Employment: -Extensive travel to various locations in California and some travel outside of CA via automobile or commercial air which may include overnight lodging. -Candidate must be present and on time at various on-site locations for conferences and events. -Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability and property damage insurance on vehicle used is required. -Employment is contingent upon successfully clearing the FBI/DOJ background check both from the Department of Justice and the FBI, prior to the first day of UC Employment. -Participate in the California Department of Motor Vehicles (DMV) Pull Notice System Program. -A copy of DMV record will be required as a condition of employment. -As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
Job Close Date: 6-6-2018
Duty 1: - Develop programs and conferences/symposia materials. - Facilitate conferences/symposia planning and evaluation meetings. - Research and analyze meeting locations and dates and make recommendations. - Conduct compliance reviews for events and services. - Plan and monitor conference deadlines. - Record sessions, track tasks and remind participants of deadlines. - Coordinate publicity, develop publicity materials, issue press releases and coordinate distribution of materials. - Coordinate speakers and presenters. - Serve as liaison with conference planning committees, participants, and other agencies or organizations. - Communicate with presenters on presentations, schedules, paper submittals, honorarium payments, and travel reimbursements. - Coordinate exhibits and communicate with exhibitors and poster presenters. - Maintain contact with sponsors and handle any issues that arise - Prepare conference reports for future planning. - Compose correspondence to committee members, press, presenters, sponsors, conference participants and others. - Coordinate logistics involving all aspects of conferences, schedule meeting rooms, facilities, meals, lodging, and audio/visual equipment. - Arrange for tours and special events connected with conferences/symposia. Function:PROGRAM PLANNING Percent: 60
Duty 2: - Perform analysis and develop models to monitor expenditures and set registration fees. - Oversee/manage registration and accounting databases, creating and maintaining to track registration fees and expenses. - Handle budgets and monitor fiscal deadlines. Function:BUDGET PLANNING Percent: 10
Duty 3: - Design, compile and assemble brochures, reports, and conference materials. Review and edit for consistency, style, organization, and development of content. - Compile manuscripts into conference proceedings or reports for Strategic Initiatives. - Research, analyze, and compile meeting minutes, reports, letters, and agenda materials. - Coordinate and oversee the conference/symposia/Strategic Initiatives websites and materials. Review and edit for consistency, style, organization, and development of content. Function:MEDIA/WEB EDITING AND DESIGN Percent: 15
Duty 4: - Develop and maintain databases for Strategic Initiatives and other program activities and conference participants with various interests. - Handle general office routine and non-routine inquiries. - Act as backup to the front desk receptionist. Duties will include greeting and directing visitors, directing calls, receiving orders/deliveries, issuing keys and a few other miscellaneous administrative tasks. This activity will be a rotated assignment shared among other administrative staff. This backup function will include the occasional half/full day but will mainly consist of support during the receptionist's meal breaks. Function:INFORMATION SYSTEMS and ADMINISTRATIVE SUPPORT Percent: 15
Job Requirements - Experience in event coordination and management. - Experience in project management; establishing goals and priorities, organizing and coordinating multiple and complex projects simultaneously with competing deadlines. - Skills to effectively communicate both orally and in writing to a variety of individuals while providing a high level of customer service. - Experience using Microsoft software applications, such as Outlook, Word, Excel, Access, and Publisher, and Adobe software. Required
- Skills to interpret laws, regulations and UC policies. - Skills to develop a balanced project/event budget and identify areas of concern or constraints. - Knowledge of campus accounting systems and procedures and accounting principles and techniques. - Knowledge of contracts and agreements terms and negotiation. - Experience producing schedules, brochures and educational materials for both print and websites. - Basic experience in marketing strategies and communications. - Experience with editing and maintaining websites. - Skills to facilitate and coordinate activities among multiple programs and with multiple leads in multiple locations. Preferred
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