Senior Venue and Events Coordinator - 133521 - University of California System : Job Details

Payroll Title:

EVENTS SPEC 3

Department:

HOUSING/DINING/HOSPITALITY

Hiring Pay Scale

$83,000 - $96,500 / Annually

Worksite:

Campus

Appointment Type:

Career

Appointment Percent:

100%

Union:

Uncovered

Total Openings:

1

Work Schedule:

Days, 8 hrs/day, Mon-Fri, 8:00 am - 4:30 pm.

#133521 Senior Venue and Events Coordinator

Filing Deadline: Thu 12/19/2024

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UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 12/10/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/19/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Work Schedule: Mon-Fri, 8:00 am - 4:30 pm. Flexible hours, including evenings and weekends, are frequently required.

DEPARTMENT OVERVIEW

Join the Residential, Retail and Supply Chain Services (RRSS) team at UC San Diego, a dynamic and innovative campus department dedicated to delivering exceptional service to the university community. As a valued RRSS team member, you will be contributing to a broad and complex organization consisting of five key units: Housing, Dining and Hospitality (HDH), Integrated Procure-to-Pay Solutions (IPPS), the UC San Diego Bookstore, Triton Print & Digital Media, and the Early Childhood Education Center (ECEC). With a focus on innovation and customer satisfaction, RRSS aims to inclusively meet the diverse needs of the UC San Diego community while fostering a sense of belonging for our students and staff.

As a member of the HDH team, you will be part of a self-funded unit with over 900 staff employees, 1,000 student employees, and an annual operating budget of $250 million, providing housing and dining services to over 20,000 students, faculty, staff, and their families. RRSS is proud to promote and create opportunities for greater equity, diversity and inclusiveness within our division.

POSITION DESCRIPTION

Reporting to the Sales Manager, Hospitality and Conference Services, the Sr Venue and Events coordinator uses skills as a seasoned, experienced event and sales professional. The senior venue and events coordinator oversees and manages a wide range of activities, including direct sales and the development and implementation of promotional strategies, materials, and products designed to increase awareness within the campus, the medical center community, and the general public. The incumbent possesses a comprehensive understanding of industry practices as well as campus and/or medical center policies and procedures and is capable of resolving a broad spectrum of issues.

The senior venue and events coordinator is independently responsible for the day-to-day management of the Theater District and Nuevo East Exchange Conference and Meeting facilities, including the Porton guest houses and Theater District guest suites. Additionally, the role involves managing assigned summer conferences and other events as tasked. Continually updates the program to remain in alignment with current trends in technology, customer service expectations and conference industry standards. Pursues new and innovative conference programs aligned with and support the current campus vision of being a student-centered, research-oriented, public University. The ensuring of outstanding customer service through the UC San Diego Principles of Community and the Balanced Scorecard concepts to over to more than 20,000 Guests annually.

Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of moderately complex and / or medium-size events.

QUALIFICATIONS

* Thorough knowledge and understanding of principles and practices of event planning and public relations, including event design, organization and production. Working knowledge of event and meeting planning. Proven experience of running events from scheduling to completion.

* Experience in event management and scheduling systems(s) such as EMS. Knowledge and ability to pull a variety of inquires from scheduling systems to analyze program effectiveness. Ability to effectively direct staff in use of web-based systems.

* Skill in effectively meeting budget and time constraints. Experience with event budget planning.

* Proficient in Microsoft Suite (Excel, Word, PowerPoint), Google (Docs, Sheets, Slides, One Drive), Calendar management software (Gmail, Outlook). Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet required.

* Demonstrated ability to organize and maintain records of account receivables, including compiling data from invoices for accounting purposes, such as calculating rental and service fees. Ability to adhere to departmental policy and UC standards.

* Knowledge and skill to set and monitor work standards and protocols. Experience interacting with operations, custodial, maintenance, event programming, event security staff, police and technical services staff to operate a clean, safe, and comfortable facility.

* Experience with crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. Working knowledge of event management and supervision including crowd control, security, and responding to emergency situations.

* Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Proven ability to perform independently with minimal direction in unstructured situations and apply creativity and originality in problem solving.

* 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. Skills to provide excellent donor stewardship. Demonstrated experience in planning and organizing large events, including major campus events such as conferences, rallies, graduations, career fairs, symposiums, and concerts.

* Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.

* 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. Ability to engage and build effective relationships with stakeholders and committees. Ensures clear and continuous communication with all those involved.

* Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. Ability to organize and prioritize own workload as manage multiple 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. Well-developed planning, risk and issue management and delivery skills and understanding the complex needs of different events, and diverse clients.

* Ability to effectively work with invited guests, donors, government officials and university VIPs.

SPECIAL CONDITIONS

* Job offer is contingent upon satisfactory clearance based on Background Check results.

* Occasional evenings, weekends, and holidays may be required.

Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

Pay Transparency Act

Annual Full Pay Range: $69,500 - $123,500 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $33.29 - $59.15

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego 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, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit:

For the University of California's Anti-Discrimination Policy, please visit:

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. Misconduct means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

* UC Sexual Violence and Sexual Harassment Policy

* UC Anti-Discrimination Policy

* Abusive Conduct in the Workplace