Job Requisition Number: 23818. At Cal Dining, we believe that “breaking bread together” is a unique aspect of dining on-campus with friends, faculty or staff. Our focus is on nourishing the Cal community, both for physical and social well-being, through customer-driven programs, culinary excellence and campus social responsibility.
Conference, Catering, & Event Coordination: •Plans, organizes, manages, handles negotiations, and implements complex and/or high visibility groups and events •Consults with clients to determine and analyze event requirements on all details regarding conferences, catering, events and event planning. Identifies program requirements and budget parameters for each group. Interprets operational standards. Conducts comprehensive event planning for complex events, including but not limited to conception, design, development, coordination, implementation, and post-event evaluation •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 •Demonstrates good judgment in making decisions and managing events. Conducts research on history of each group •Develops housing and dining service projections for each group and prepares appropriate documentation utilizing event planning and booking software. Negotiates contractual agreement for facilities and services for each conference and writes agenda to agreements •Provides recommendation of allocation and reallocation of facilities and services to maximize conference and event yields •Prepares detailed specifications for housing, dining, catering, and meeting arrangements for each assigned group. Exercises decision-making and signature authority for use of alcoholic beverages on University property. Provides and directs departmental and University managers with program requirements •Oversees the implementation of each program and event. Exercises decision-making with on-site problems. Prepares, reviews, and approves final group billings. Evaluates completed programs and compiles summary reports for business booked •Reviews operational policies and procedures and make recommendations to Director. Proposes catering, room and board rates, service package rates by analyzing economic trends and comparable facilities. Contributes to and participates in long-range unit planning. Mentors and oversees the work of less experienced events staff •Prepares room assignments, diagrams, housing lists for groups as needed. May assist in assigning guest to rooms and meeting space •Develops comprehensive access and guest lists for restricted areas and events. Checks staff into events as needed
Sales & Marketing: •Achieves annual sales and specific revenue goals. Actively pursues sales leads •Participates in development of annual marketing plans and develops specific marketing strategies for assigned market segments •Scouts potential locations and/or vendors for future events. Plans, organizes and identifies real and potential event locations
•Prepares proposals designed to meet Conference, Catering and or Event bid specification. Conducts site inspections and entertains clients. Advises and directs clients in menu and special event planning •Provides recommendations with formulation and writing copy for marketing and promotional brochures. Develops marketing material to target distinct market segment groups •Strives to improve guest services and recommends improvements or alternatives to services and or standards
Community Relations: •Develops and maintains collaborative and cooperative working relationships with appropriate campus units including but not limited to; Admissions, Associated Student Union, Cal Performances, Media Center, Parking and Transportation, U.C. Police Department, Rec. Sports, Intercollegiate Athletics, University Relations. Ensures that all pertinent campus and community constituencies are adequately consulted and informed of pending programs •Intervenes to prevent problems between clients, campus partners and community suppliers •Interprets and implements University policy for clients using campus facilities and services •Acts as liaison with University Relations and Development Office on planning high profile and politically sensitive events. Facilities special handling of event requests from University administration. Attends trade shows and hosts client events to showcase facilities and services •Articulates department’s objectives to the University and community •Represents the department as necessary at University and community functions•Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production •Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure •Skill in effectively meeting budget and time constraints •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 •Highly developed interpersonal communication skills including political acumen and social perceptiveness •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 •Minimum of 3 years of experience in event planning, hotel/catering sales knowledge (selling housing facilities and dining services), knowledge of alternative sales techniques, and writing proposals to meet bid specifications •Ability to effectively summarize information, develop reports, create information documents •Strong organizational skills, ability to establish priorities, and work independently and as part of a team •Demonstrated experience in establishing priorities, following plans, and completing goals/objectives in a timely manner •Ability to adapt to a flexible, fast-paced and dynamic work environment •Proficient in Microsoft Word, Excel, PowerPoint and Google Apps •Excellent customer service skills
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.