Events & Conferences Sales Coordinator (6292U) - 5922 About 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 27, 2020

Departmental Overview

Events & Conferences is one of several revenue generating bodies within the RSSP cluster of the Division of Student Affairs.

During the summer months when the housing facilities are vacant, this unit is responsible for filling the beds in the residential units (approximately 6,800 bed spaces) with a variety of programs, events and meetings to utilize the space/services as well as generate revenue that assists with the overall financial well-being of the department. The sales team operates as a “one stop shop” for guests by selling affordable accommodations, dining services, catering services, meeting space and computer labs to groups.  In addition, this unit is responsible for coordinating conference activities and billing for all services provided. 

Year-round, Events & Conferences is responsible for selling various catering services to the campus and external clients.  This unit is also responsible for selling venue spaces at Clark Kerr Conference Center and California Memorial Stadium, as well as coordinating event logistics such as audio-visual, parking, rentals, etc.    

Annual gross income from these activities is approximately $15M, with much of the revenue being used to offset academic year student room/board rates and help put funding towards facility improvements.

Responsibilities

Conference, Catering, & Event Coordination:

• Plans, organizes, manages, handles negotiations, and implements complex and/or high visibility groups and events.  
• Participates in planning, organizing, and staffing departmental events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, etc.  
• Consults with clients and internal partners 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.  
• Determines staffing needs and logistical challenges.  
• Conducts comprehensive event planning for complex events, including but not limited to conception, design, development, coordination, implementation, and post-event evaluation.  
• Uses time management to coordinate and manage multiple events and conferences simultaneously.
• Ensures smooth-running, effective conferences and 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 detailed 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/event and writes agenda to agreements.
• Provides recommendation of allocation and reallocation of facilities and services to maximize conference and event yields.
• Prepares and updates 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.  
• Prepares and distributes room assignments, diagrams, housing lists for groups as needed.  
• Creates, updates, and distributes proposals and BEOs in a timely manner.  
• Creates quotes based on preferences and/or budgets.  
• Secures all required contracts, invoices, proof of insurance, permits, and other necessary documentations.  
• Communicates program requirements and clients' expectations to departmental and University managers.  
• 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 makes 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.  
• Working collaboratively with internal partners, develops event specific organizational tools such as timelines, contact lists, on-site deliverable schedules, etc.  
• Maintains accurate and up-to-date records and files for all events, conferences, and projects.  

Sales & Marketing:

• Achieves annual sales and specific revenue goals.  
• Actively pursues and follows up with sales leads.
• Participates and contributes in development of annual marketing plans.  
• Develops specific marketing strategies for assigned market segments, including being assigned responsibility for a specific task or strategy such as trade shows participation, conference attendance, cold calls, or client visits, etc.
• 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.
• Works collaboratively with teammates and internal partners to create and market new events.  
• Work with internal partners to conduct regular outreach with local companies and other vendors to set up promotions and packages that will drive incremental revenue.
• 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, UDAR.  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.
• Establishes and maintains positive relations with customers.  
• Interacts enthusiastically and pleasantly with customers, co-workers, and partners to ensure a positive interaction and outcome in every interaction.
• Responsible for practicing good stewardship with university and customer resources.
• Articulates department's objectives to the University and community.  
• Represents the department as necessary at University and community functions.
• Assists internal partners as needed.  
• Perform other duties and responsibilities as assigned.
   

IIPP Statement

• Works in a safe and responsible manner while not putting self or others at risk. This includes complying with applicable policies and regulations; using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions.

Required Qualifications

• Minimum of 3 years of experience in event planning and/or hotel/catering sales. 
• Knowledge of alternative sales techniques, and writing proposals to meet bid specifications.
• 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, or the ability to learn. 
• Skill in effectively meeting budget and time constraints, with strong attention to detail.
• Demonstrated organizational and project management skills to work successfully with a diverse group of clients and staff to produce high quality events that meet client needs and appropriately represent the campus.
• 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.
• 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 Office suite, Google suite, room diagram software, event/conference management software.
• Excellent customer service skills.

Education/Training:

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

Preferred Qualifications

• Event Planning Certification.
• Experienced wedding or similar events/ceremonies planning.

Salary & Benefits

This is an exempt, monthly paid position.  Annual salary is commensurate with experience within the range of $60,800.00 - $88,500.00.

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.

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=5922&PostingSeq=1





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