Events Coordinator (6292U) - 35496
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.
The California Social Work Education Center (CalSWEC) is a partnership for education, student support, training, evaluation, and research at the University of California, Berkeley, School of Social Welfare. CalSWEC is a consortium of the state's 22 accredited social work graduate schools, all 58 county departments of social service and local mental health departments, the California Department of Social Services (CDSS), the California Chapter of the National Association of Social Workers, the County Welfare Directors Association (CWDA), the County Behavioral Health Directors Association (CBHDA), Regional Training Academies, and foundations. It is the nation's largest coalition of its kind, working together to provide professional education, student support, in-service training, and workforce evaluation research—all directed toward developing effective, culturally competent public service delivery to the people of California.
This part-time, contract, Events Specialist 3 (Events Coordinator) position involves the planning and organizing of executive education programs including managing logistics such as facilities, registration, audience management activities, program sponsors, caterers, vendors, and facility maintenance staff. Facilitation of communication and services with speakers, faculty, and participants. Also provides technical support for these activities. In person events range from 10-400 attendees. Remote events range from 10-1000 attendees.
Application Review Date
The First Review Date for this job is: 05/24/2022.
Consults with CalSWEC staff on all details regarding events and event planning including in-person, remote, and hybrid style event function. Plans, implements, and manages medium to moderately complex events involving guests from multiple sources such as other public institutions, research institutions, private sector interests, alumni, county officials, stakeholders, and students. Provides all aspects of event support from planning, event logistic, on-site support to event evaluation for CalSWEC staff for internal and external events needs. Events include but are not limited to All Staff meetings, Advisory Board meetings 3 times a year, Title IV-E Summit, Fairness & Equity Symposium, Train the Trainer events, etc. Plans, organizes and identifies real and potential event locations and vendors within California. Develops and sets up contracts. Works with vendors regarding contract negotiations, contract language, and liability clauses. Primary liaison between venue/hotel staff and program staff requesting event. Determines and coordinates staffing needs, as requested. Develops and coordinates guest lists. Including accommodating guests with food restrictions. Manage ADA requests from attendees and ensure ADA compliance. Coordinate ASL Interpreters and CART captioning, as needed. Develops and implements event budgets. Work with the Administration and Finance Director to determine the budget and any limitations. Ensure event expenses are processed in a timely manner. Provides reconciliation of entertainment credit card expenses, and supporting documentation for audit purposes. Contributes to and participates in long-range unit event planning. Develops Event procedures and processes. Recommends opportunities for program improvements. Procure requested supplies and materials, including event collateral, signage, and supplies for requested activities. 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. Handles all program communications, materials distribution, and other activities to prepare participants for the events. Provides on-site and virtual logistics support, including facilities, registration, audience management, AV testing, and any other technical support. Operate, maintain, and provide support for a tech-enabled room at the CalSWEC office used for virtual meetings, trainings, and events. Statewide travel including overnight stays in hotels before/after for events will be required. Coordinate shipping and/or delivery of requested event supplies and materials. Driving and access to a car may be required. Creates and maintains the event calendar and website with logistic information and any pre-program assignments. Miscellaneous special projects as needed.
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. Thorough knowledge of and/or ability to learn the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of and/or the ability to learn University policies and procedures relating to the use of University facilities, event management and presentation. Demonstrates good judgment in making decisions and managing events. 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 for fundraising events. Skills to provide excellent donor stewardship. Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities. 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. Technical Knowledge and skill with basic workplace and events computer software (such as Google docs and Eventbrite) and basic event equipment (such as microphones).Education/Training:
Bachelor's degree in related area and/or equivalent experience/training.
Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines. Ability to effectively work with invited guests, donors, government officials and university VIPs. Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large-scale gatherings. Ability to give clear directives and use independent, rational judgment to make optimal decisions. Knowledge and skill to set and monitor work standards and protocols. Knowledge and skill in running virtual and hybrid online events, such as Zoom Webinar for remote events and meetings and YouTube for live streaming and posting of video recordings.
Salary & Benefits
This is a 12-month, 80% FTE (32 hours/week), Contract Appointment, eligible for full UC benefits with the possibility of extension. This position is exempt, which is paid monthly. Annual salary is commensurate with experience within the range of $75,000.00 - $85,000.00. For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
How to Apply
Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.
This is a hybrid position, with 40% remote work eligibility.
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: https://www.eeoc.gov/sites/default/files/migrated_files/employers/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=35496&PostingSeq=1
Copyright ©2022 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency