Events Specialist (6292U)Student Affairs

University of California Berkeley

Details

Posted:

February 15, 2020

Location:

Berkeley, California

Show Map

Salary:

Open

Events Specialist (6292U)Student AffairsAbout Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan .

Application Review Date

The First Review Date for this job is: February 29, 2020

Departmental Overview

This position involves the planning and organizing of event activities for the Division of Student Affairs, including managing logistics such as facilities, tickets, audience management activities, concessionaires, caterers, and vendors, and facilitation of communication and services with speakers and facility maintenance staff; or provides technical support of these activities.

As part of the Division of Student Affairs, Business Operations shares the same core values of Access, Service and Engagement. These values help provide guidance in how we conduct our work and interact with students and staff. They form the basis for how we provide customer service to one another. Our mission is We Serve those that Serve Students and we embody this mission by providing administrative services that benefit our clients so they can spend their time in direct service to students. As part of the Division of Student Affairs, Business Operations shares the same core values of Access, Service and Engagement. These values help provide guidance in how we conduct our work and interact with students and staff. They form the basis for how we provide customer service to one another. Our mission is We Serve those that Serve Students and we embody this mission by providing administrative services that benefit our clients so they can spend their time in direct service to students. Examples of some of the benefits our clients receive from our integrated services include:

Cost savings
Process consistency and efficiency
Cross-collaboration
Silo removal
Resource repository
Subject Matter Experts in key functions

When needed the Business Operations team also serves as an internal bridge for Student Affairs units to Berkeley Regional Services (BRS), Disbursements, Risk Services, Business Contracts & Brand Protection, Campus Legal Services, Central Human Resources, Office of the President, Physical Plant - Campus Services, Environmental Health & Safety, Parking and Transportation, Space and Capital Resources, Fleet Services, and Real Estate Services. Additionally, we identify performance metrics to engage in continuous improvement, optimize the use of technology and follow the principles of lean processing while ensuring interactions comply with established policies and procedures.

Student Affairs is a diverse division with 3,381 employees (Cal Answers 10/2014 data.)

Business Operations provides services to the entire Division of Student Affairs which consists of the following client (39) departments:

Admissions and Enrollment Cluster
Dean of Students Cluster
Associate Vice Chancellors/Dean of Students Cluster
Residential Student Service Programs
Vice Chancellors Divisional Offices

Responsibilities

Designs and develops more than 200 events annually (some occurring simultaneously), including recruiting and outreach receptions, retirement celebrations, and department meetings, from inception to end.
Consults with clients and management, such as the Assistant Vice Chancellor/ Director of Admissions and the director of the Career Center on all details regarding events and event planning such as receptions to recruit potential students, fundraising gatherings to court corporate and alumni donors, and career fairs to link graduating students with potential employers.
Researches and identifies real and potential event locations and vendors and negotiates terms of use, particularly for hotels, donor's homes and other private residences, conference centers and campus venues such as the Chancellor's house
Serves as liaison with venue management including visits to see event space and venue for set up or to troubleshoot problems.
Develops guest lists and invitations reaching out to donors, parents, campus officials, and current or prospective students.
Design and produce on line and printed marketing and collateral materials for S.A. Departments not supported by S.A. Communications.
Works with clients to develop event budgets ensuring that event costs do not exceed budgeted allocations and negotiates with vendors to obtain maximum value and to adhere to entertainment and travel policy limits.
Monitors event finances and spending to ensure budget compliance throughout the process.
Participates in Events Team annual planning by providing budget analysis from prior year(s) and post-event evaluation.
Solicits and analyzes feedback from clients such as recruiters at Career Center events.
Collaborates with the Office of Risk Management in developing contracts with vendors for final execution.
Work with Business Operations team to generate purchase orders for non-credit card vendors.
Once purchase order has been issued, responsible for reviewing for accuracy before being sent to vendor.
Manage IOCs, and high value Event Planner bluCard with a $250,000 limit.
Serves as a staff resource, ensuring that staff comply with entertainment and event-related departmental procedures and campus/UC policies.
Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
Arranges and coordinates transportation logistics, including parking spaces and permits, maps and directions, and when necessary, charter buses.
Ensure correct vendor contract and subsequent billing arrangements are complete, works with vendor to resolve customer service and financial issues.
Develops and implements event budgets with clients and ensures events are kept within budget.
Reconciles Event Planner Card and Blucard charges and ensures all purchase records are accurate and audit defensible
Negotiates blanket purchase orders with vendors such as catering companies and international student travel groups.
Individually develops and implements a personal professional development plan.
Keeps abreast of current literature and developments in related professional organizations and fields.

Required Qualifications

Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Demonstrated skills in effectively meeting budget and time constraints.
Skill in effectively meeting budget and time constraints.
Demonstrated organizational skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus.
Excellent interpersonal communication skills including political acumen and social perceptiveness as well as an outstanding customer service skills.
Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus; that is, for fundraising events, skills to provide excellent donor stewardship.
Excellent written and verbal communications skills.
Excellent judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
Demonstrated ability to work effectively and collaboratively with a diverse group of people, including faculty, staff, and students within UC Berkeley campus, other campuses, and external groups.
Must be flexible and willing to work evenings and weekends.
Demonstrated willingness to be a team player with shared responsibilities.
Ability to pay strict attention to detail in a fast paced environment.
Must be a self-starter and exhibit initiative to proactively identify areas of need.
Advanced computer skills including proficiency in Microsoft Office (Word, Excel, etc), Adobe Acrobat Professional, registration websites, email, internet, and other common desktop web applications.
Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
Excellent presentation skills that can communicate effectively and interact positively with all levels of staff, internally and with campus contacts or groups.
Organizational skills to establish priorities, be resourceful, manage work independently, and complete goals and objectives.

Education/Training:

Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

Meeting planning certification preferred.

Salary & Benefits

This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $60,800.00 - $70,000.00.

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Important Message:

UC Berkeley's Applicant Tracking System is down to all users on the following dates, which will restrict access for applicants:

February 14, 2020 at 5:00pm until Sunday, February 16, 2020 at 8:00am

Driving Required

A valid driver's license and DMV check for driving record is required.

Other Information

This is a full-time, career position.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=5925&PostingSeq=1

Internal Number: 1828360

About University of California Berkeley

The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.

More Jobs from This Employer

You do not have JavaScript Enabled on this browser. Please enable it in order to use the full functionality of our website.

Events Specialist (6292U)Student Affairs

University of California Berkeley

Error