Special Event Coordinator, UC Irvine Health Advancement

Irvine, Orange County
Jul 22, 2014
Department: University Advancement
Req No.: 2014-0664
Location: UCI Medical Center - Orange

Job Summary

The Special Events Coordinator is responsible for assisting in planning, implementing, executing and evaluating a comprehensive program of special events and fundraising events. These events are used to cultivate the interest and involvement of current and prospective donors to UCI, as well as recognize and thank donors and volunteers. The coordinator is responsible for working with the Associate Director of Special Events to execute a detailed action plan for each event to ensure that it achieves the defined goals and objectives. The coordinator will support an overall event strategy to include: program theme, marketing approach for the event, community and university invitation list, printed materials, vendor coordination, event timeline, scenario and budget.


Salary: Hourly $20.92

Work Schedule: 8-5, M-F

Career Position.

May work occasional evenings and weekends

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the University Advancement website.


View Job Description for the position requirements.

Job Description
Job Essential Function 1
Percent of Time: 60%
Planning and Analysis
Assist in planning and implementing, executing and evaluating a comprehensive program of special events to achieve strategic objectives for Health Advancement at the University of California, Irvine.  Assist with arrangements for all major events, including galas, grand openings and other major events.
Plan and implement various Health Advancement events, such as The Dean s Quarterly Lectures; staff holiday celebrations, Discovery Lunches, and other small donor or cultivation events which may arise.
Responsibilities include, but are not limited to: reserve event space, track attendance and payment where appropriate, arrange catering, coordinate parking, recruit volunteers, communicate with appropriate internal staff as needed, confirm with participants, prepare name tags, tent/place cards, and miscellaneous signage, as needed, and ensure appropriate paperwork is completed.  
Work closely with designers and printers in the production and timely delivery of invitations and other event materials.   Manage invitation lists, coordinate mailings, track and document RSVPs, prepare final guest lists.
Provide assorted table/seating/alpha lists for planning meetings, track all event reservations and attend planning meetings as requested.
Serve as an intradepartmental liaison and be responsible for informing administrators, development managers and staff. Responsible for providing adequate information to support staff so they can respond effectively to incoming calls for events.
Assist the Associate Director of Special Events with other projects.
Job Essential Function 2
Percent of Time: 10%
Event Liason
Work with the Associate Director of Special Events at each event to ensure that the program runs smoothly.  Represents University Advancement and UC Irvine to outside constituencies as appropriate.
Coordinate all registration materials and run the event registration on event day.
Enlist and involve campus volunteers as needed to augment and support fund raising events.
Enlist and involve UC Irvine administrators, faculty, development officers and support staff as needed to augment and support special event activities. Also responsible for keeping appropriate event participants informed about the guest list scenario and general status of the event.
Job Essential Function 3
Percent of Time: 10%
Budget Control and Reporting
Responsible for developing, monitoring and maintaining a budget for each assigned event.
Prepare forms to request expense reimbursements, open purchase orders, and pay invoices. Responsible for the timely payment of vendors and deposit of program revenue to the appropriate account(s). Responsible for expediting materials (receipts, contracts, guest lists, purchase order numbers) to the proper sources for timely payment of expenses. Coordinate with University Advancement s finance office to ensure all financial transactions are documented appropriately and completed in a timely manner.  
Generate appropriate follow-up materials and correspondence including acknowledgement of program participants (i.e., faculty guest speakers, volunteers, underwriting donors), distribution of photos from events. Preparation and distribution of final guest list, plus additional follow-up material (brochures, etc.) as necessary.
Responsible for researching and tracking of participants in Advance system if required.
Job Essential Function 4
Percent of Time: 20%
Health Advancement Administrative Support
This position provides daily front-office operational support to the Health Advancement Office.  Responsibilities include, but are not limited to:  answering calls to the main line, purchasing / maintaining office supplies, distributing mail, coordinating Medical Center volunteers for various in-office projects, etc.  
Support new personnel joining the City Tower staff in setting up their computer and telephone.  Assist with obtaining access ID at the medical center, access to the suite and any other tasks associated with the arrival of a new employee.
Two to three years of experience in planning and implementing special events.
Excellent interpersonal skills and the ability to communicate effectively with a diverse and high-level group of individuals in a diplomatic and professional manner.
Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.  Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
Ability to be flexible in working independently as well as collaboratively with Advancement, faculty and staff to achieve defined goals.   Use initiative to organize and follow through with complex tasks to meet deadlines.
Skill to use a personal computer and computer software programs at the level of sophistication required for the advancement office.  Excellent working knowledge of all MS Office programs required.  Familiarity with the Internet to conduct searches.  Knowledge of design software and the ability to create some event materials.  Willingness to learn and become proficient with Advance.
Possess traits of good judgment, confidentiality and discretion in communicating with colleagues and constituents.
Effective communication skills, orally and in writing.
Strong interpersonal skills to relate effectively to internal and external constituencies.
Ability to organize a diverse workload, to prioritize projects, and to establish strategies and action plans to achieve targeted objectives.
Ability to balance, plan and work on multiple projects and events at a given time.
Effective verbal and written communication skills and knowledge of correct English in order to write / proofread correspondence, invitation copy, program scenarios, and to communicate diplomatically with a wide variety of university and community constituents.
Experience working with volunteer committees in the implementation of events.
Ability to be flexible, and willingness to work evenings and weekends as required for events.      
Proven ability to work as a member of a team and collaborate with colleagues.      
May be required to drive on occasion in order to perform the routine or essential job responsibilities for the position
Must possess a valid California driver license and participate in the DMV Pull Notice Program
Bachelor s degree or equivalent experience.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Occasionally
Climb: Occasionally
Kneel: Occasionally
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Occasionally
Walk: Occasionally
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Occasionally
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Frequently
Write: Occasionally
Perform Calculations: Occasionally
Communicate Orally: Frequently
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable