Position Summary: Under supervision of the Events Supervisor, this position will function as an integral part of a fast-paced team. The incumbent will assist in planning, organizing, and implementing events and functions. This includes planning and coordinating the communication, financial and logistical aspects of events. The incumbent will also help facilitate the smooth functioning of the unit and ensure that all relevant University policies and regulations are followed. This position may act as the lead in the absence of the Event Coordinator.
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: 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.
Must possess valid California Driver 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.
Restricted vacation during peak periods.
Occasional overtime including evenings and weekends, usually on short notice to meet operational needs.
Demanding environment with multiple deadlines, frequent interruptions, and noise from competing activities.
Job Close Date: 1-23-2018
Duty 1: - Work with PSU team members and sponsors to plan and successfully implement events that are national, statewide, or regional in focus.
- Work with program committees and make recommendations on event/program design.
- Collect and analyze information on size, scope and needs of an event, and identify and propose appropriate venue and support services.
- Develop and maintain a planning process map and venue portfolio.
- Recommend improvements to planning and management processes.
- Identify the need for and negotiate with vendors to ensure that priorities are met.
- Make recommendations on the feasibility of meeting contractual obligations.
- Develop materials needed to ensure a high quality and effective event.
- Attend and/or coordinate support services and act as the on-site liaison to ensure that contracts are correctly fulfilled. Provide consultation, assistance and resolution of issues that arise during an event.
- Following the event, debrief and review the event's success in achieving the goals. Seek feedback to evaluate strengths and weaknesses. Make recommendations for future team, process or event improvements, and cost efficiencies. Function:Program Planning and Coordination Percent: 60
Duty 2: - Provide analytical guidance and support to ANR Strategic Initiative panels and ad hoc committees on strategic planning, reviewing of programs and other special projects.
- Provide committee support by preparing and compiling background materials, designing survey tools, and assisting with the preparation of reports.
- Provide project analyses and recommend alternative solutions. Provide research and data collection from various sources. Function:Strategic Initiatives/Committee Support & Special Projects Percent: 20
Duty 3: - Consult with committees on programmatic objectives and priorities to develop budgets.
- Analyze the allocation of event resources using current and historical data.
- Develop projections and recommendations for budget allocations including setting registration fees.
- Research and develop cost estimates, periodic budget-to-actual analyses, reservation information, and other data in order to make recommendations.
- Make cost-saving recommendations to sponsor without comprising quality.
- Review financial reports. Translate financial data into a summary report.
- Analyze inquiries and independently determine resources required to respond. Function:Budget Percent: 10
Duty 4: - Serve as primary contact for assigned events. Manage all components of communications and marketing, data collection and material development for assigned events for participants, speakers, sponsors, and exhibitors.
- Set deadlines in coordination with committees.
- Create event websites to effectively communicate the goals of the program to bread internal and external audiences.
- Manage the registration process and design Access databases for tracking event data such as registration, presentations, sponsorships while working with online surveys. Function:Information Systems and Communication Percent: 10
Job Requirements - Analytical skills to independently research, develop and recommend solutions to problems of moderate scope and complexity.
- Skills in the preparation and compilation of background materials, design of survey tools and assistance with preparation of reports.
- Experience planning and successfully implementing events with national, statewide, or regional focus.
- Skills to develop budgets, analyze allocation of event resources, develop projections and recommendations for budget allocations including setting registration fees.
- Skills in communications and marketing, data collection and material development.
- Skills to focus on key issues, research, gather and integrate information from a variety of sources (e.g. Internet, manuals, reference materials, etc.) and consider/recommend reasonable alternatives.
- Skills to analyze data reflecting meeting requirements and make recommendations or propose solutions to meet event sponsors' objectives within a given budget, time frame or UC policy restriction.
- Skills to effectively coordinate and communicate business and finance policies and procedures.
- Experience using advanced features of Microsoft Office applications and web-based software for website development, communications, and materials.
- Experience working with business and finance policies. Required
- Written and oral communications skills to articulate ideas, thoughts, and information in a logical manner and sequence. Ability to summarize issues clearly and succinctly with a wide variety of high-level UC leaders and committees, academics, administrators, staff and external stakeholders of diverse backgrounds, including an understanding and respect for cultural, ethnic and individual differences.
- Experience designing Access databases for tracking event data such as registration and presentations.
- Ability to read and understand contract terms to ensure that meeting requirements are accurately reflected in the agreement.
- Organizational skills to assess, develop, balance and prioritize competing priorities while maintaining a high level of professionalism and close attention to detail and accuracy of information. Preferred
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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, national origin, disability, age or protected veteran status.
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