Location: OaklandFull Time Job ID: 48118 Job Posting
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UC OFFICE OF THE PRESIDENT
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The Office of the President, known as UCOP, is the corporate headquarters for the University of California system of 10 academic and research campuses, 5 medical centers, 3 national labs and related organizations at myriad locations in California and world wide. UCOP supports the greater mission of the University to provide teaching, research and public service to the citizens of California and the world.
Manages highly complex and sensitive events with high visibility involving influential or important friends or members of the university community. May orchestrate large scale events in support of the president's office, which include senior University leadership, faculty, international dignitaries and government officials.
Under joint direction from the President's Executive Assistant and the Director of Building and Administrative Services (BASC), the incumbent will serve as the Senior House Manager for the President's Residence which is the official residence of the President of the University of California and their family. The President's Residence is also used for a variety of official University functions including meetings, conferences, and events. The Senior House Manager is responsible and accountable for high level and day-to-day management of the residence, while working with other UC staff and external vendors to ensure its maintenance and upkeep. The Senior House Manager will serve as the executive facilitator for events at the residence, including but not limited to working with UCOP events staff to arrange for catering (including menu and vendor selection), decorating, set up, clean up, and supervising event staff.
The senior house manager is responsible and accountable for high level and day-to-day management of the residence, while working with other UC staff and external vendors to ensure its maintenance and upkeep. The senior house manager manages budgets and assists with documenting policies and procedures pertaining to the residence, event planning and maintenance and is responsible for non-routine projects including overseeing or coordinating moves/relocations, renovations, furniture selection, etc.
The senior house manager manages highly complex and sensitive events with high visibility involving influential or important friends or members of the University community and orchestrates large scale events in support of the President's office, which include senior University leadership, major donors, faculty, international dignitaries and government officials. The senior house manager serves as the executive facilitator for events at the residence.
The senior house manager coordinates with the BASC events team, house manager, IT customer service (ITCS), business resource center (BRC) and other support units within UCOP to ensure the highest level of service in maintaining the President's residence and the planning and coordination of events held at the home of the UC President.
The role requires planned work outside of business hours and requires availability to respond to time-sensitive after-hours requests. Responsibilities include driving to various locations including the Oakland UCOP office, the residence, events, and other locations as required. When feasible and appropriate, the senior house manager supports other PEO or BASC activities in support of the entire UCOP community.
The senior house manager must possess outstanding customer service skills, a strong attention to detail and follow through, and ability to work with people of all levels, trades, and diverse life experiences.
Oversees daily operations at the President's residence, including oversight of all routine needs; errands, scheduling for the President's spouse/significant other and other day-10-day functions in support of the President and his or her spouse/significant other; ensures maintenance and upkeep at the residence is planned and executed in accordance with broader priorities; manages house staff to ensure impeccable service to the President and his or her spouse/significant other, their family and university guests; when requested to do so acts as a liaison for university guests who are staying at the residence and meets individual needs as appropriate; oversees cleaning of all areas of the residence.
The senior house manager manages and conducts comprehensive event planning for complex events for VIP-level participants, including conception, design, development, coordination, execution, and post-event evaluation. The President's residence serves as the primary venue for reception, lunch, and dinner events such as: Regents, Council of Chancellors, Academic Council, Awards, major donors, former UC President dinners, other University President, UC Faculty, host CEO's, Foreign dignitaries, and UC students. The senior house manager supports the President in his/her role as host at the President's Residence events and events at other locations, interacting with a wide variety of guests including faculty, major donors, government officials, alumni, visiting dignitaries, community leaders, major donors. The senior house manager works independently while also conferring with other constituents; plans, organizes, and implements social events at the President's Residence and other locations that are consistent with the mission, goals and policies of the University. The senior house manager serves as the President's representative, interfacing and collaborating with UCOP staff and departments in order to effectively plan and manage events involving the use of the residence. The senior house manager coordinates all services and liaises with the President or Associate (spouse) of the President on cleaning, maintenance, and grounds work in order to ensure that the residence is prepared at all times for its varied and intended uses. The senior house manager may provide direct support for small UC luncheons, dinners, and breakfasts; select wine from donated stock for event use at the residence and arrange seating and physical set-up at the house. Following each event, the senior house manager supervises the house cleaning necessary to restore the residence to normal condition.
Develops and maintains comprehensive budgets and ensures that expenses do not exceed budgeted allocations and are within policy. The senior house manager adheres to and tracks event budgets involving the use of the residence, which includes but is not limited to all fees and charges, all guests present, and any other necessary information required for reporting, budgeting and reconciliation. Additionally he/she maintains an inventory list of supplies and provides budgetary information to appropriate UCOP staff when requested. The senior house manager is accountable for all matters relating to general house maintenance, repairs and gardening, working directly with contractors, vendors, architects, interior designers, cleaning services, landscaping, etc. and processes all invoices pertaining to the maintenance, use and entertainment functions. He/she ensures procurement of supplies or equipment for the house, track and monitors the President's Residence budget for maintenance, repairs, event costs, etc. Assists with G45 reporting preparation, submits expense reports, and handles other financial transactions as required.
Directs multiple service vendors, contractors and subcontractors for events at the residence or in support of the President and may lead a team of events specialist professionals. Manages and/or mentors less experienced events staff including the house manager, assigned event planners or facility support personnel. Directs multiple service vendors, contractors and subcontractors on a day-to-day basis. The senior house manager negotiates with caterers and other service providers in developing menus, negotiating costs and levels of service and supervises catering staff and other support staff at all events. The senior house manager works closely with the President's Executive Assistant, reports to the BASC Director and provides support for facility related activities including maintenance, repair, decorating or vendor services. Additional event-related tasks could include research and analysis of vendors, designers, event spaces and any resources needed for UC sponsored events, assist in logistical planning and execution of events, and attend and staff events in the absence of the UC President.
Is responsible for executing non-routine projects related to the President's residence or support for the President and Associate, such as serving as a lead on relocation, moves, renovations, furniture selection, art loans, etc. and other projects as defined by the President or Associate, PEO, or BASC.
Develops and ensures health, safety and security protocols for the residence to ensure the best possible environment for the President's family, guests and associates; develops policy documentation and procedures to ensure excellent service; works with UCOP security, risk and operations organizations to meet the highest standard of care and maintain best practices in support of the President and Associate (spouse) to the President in their official capacity.
Other duties as assigned which may include support requests for personal activities or tasks as allowed by policy.
Advanced knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and production of complex events. Knowledge and skills to apply event management principles, practices and techniques in support of effective event management, particularly high visibility, high impact, high risk events.
Outstanding customer service skills, a strong attention to detail and follow through, and ability to work with people of all levels, trades, and diverse life experiences.
Advanced interpersonal communication skills to build and maintain relationships at all organizational levels and with a variety of publics.
Highly developed political acumen skills and social perceptiveness to successfully meet the needs of guests and ensure guest satisfaction for fundraising events. Skill in effectively providing donor stewardship
Highly developed political acumen skills and social perceptiveness to successfully meet the needs of guests and ensure guest satisfaction for fundraising events. Skill in effectively providing donor stewardship.
Ability to maintain confidentiality, and act with tact and discretion with sensitive information. Ability to maintain confidentiality, and act with tact and discretion with sensitive information.
Advanced long-range planning, project management and organizational skills. Proven success in exercising sound independent judgment. Proven success in exercising sound independent judgment.
Proven ability to view tasks from varying perspectives. Ability to integrate day-to-day operational knowledge and recommend effective short and long-term policies and procedures.
5-10 years of experience planning and coordinating events, catering, and/or managing a house/building including arranging for repairs/maintenance and monitoring budgets; or an equivalent combination of education and experience.
Advanced knowledge of the university, including its vision, mission, goals, objectives, achievements and infrastructure and meeting goals and objectives within budget and time constraints.
Experience developing accurate program budgets; ability to forecast expenses and income. Proven experience and knowledge in effective contract negotiation and strategies.
Strong leadership / management skills, including skills to lead, direct, mentor, evaluate and motivate staff. Proven skills to apply principles of personnel management to plan, organize, motivate staff and volunteers.
Bachelor's degree in related area and / or equivalent experience / training.
SALARY AND BENEFITS
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs.
Pay Scale and budgeted salary range for this position is: $106,000 - $135,000. Salary offers are determined based on final candidate qualifications and experience.
Job Grade: 23
Payroll Title: Events Specialist 4
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is February 13, 2023. The position will be open until filled.
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
The University of California, Office of the President, 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, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.