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Job ID: 189811

Events Manager (6292U) - 38849
University of California, Berkeley


Date Posted Jul. 22, 2022
Title Events Manager (6292U) - 38849
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 


Events Manager (6292U) - 38849

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.

Departmental Overview

The Department of History is rated one of the top academic programs nationally and globally. As one of the largest teaching departments in the College of Letters and Science, enrolling over 8000 students in 150 courses each year, our courses serve campus and department graduation requirements across the University. The department is comprised of 50 tenure-track faculty, 30 emeriti, and 11 career staff. Annual hires include 15-20 visiting instructors, 25-30 visiting scholars, approximately 230 academic student employee appointments, and 10-15 casual employees. With approximately 100 graduate students, 250 undergraduate majors, and 100 minors, students in our program are able to select from a broad range of fields of study. The History department is committed to supporting a large and diverse population of students. Over the past 5 years, the department has seen a significant increase in graduate and undergraduate students of color.

Application Review Date

The First Review Date for this job is: 07/22/2022.

Responsibilities

Event Management

  • 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.
  • Schedule and organize departmental-sponsored events. For most mid-to-large scale events, partner with relevant department staff and faculty to define budget, scope, delegation of work responsibility, etc. A myriad of smaller-scale productions include colloquia, seminars, meetings, small social events, and dinners that are spread over the course of the year.
  • Initiate annual event planning and direct process to ensure that regular events such as the annual Fall welcome event, Commencement, and the colloquium series are on schedule and within budget. Provide year-end summary and analysis and make suggestions for future planning cycles.
  • Define event goals, make recommendations regarding budget projections, schedule arrangements for room rental, audio/visual equipment, catering, clean up, publicity, staffing, and parking.
  • In collaboration with communications coordinator, and department event planners, ensure that all department-sponsored events are scheduled on the master calendar, minimizing scheduling conflicts, and advertising to the appropriate audiences.
  • Work with vendors, and take necessary steps to ensure delivery of goods to events and activities. Serve as primary contact with the Faculty Clubs or off-campus facilities for lodging and events.
  • Secure required campus approvals such as alcohol permit, EH&S food permit, and approval request for amplified noise.
  • Solicit feedback after events and produce summary notes to ensure smooth planning and operation of future events.
  • Oversee the process for sponsored event support requests, including directing faculty event committee members to review and approve requests, and ensuring financial support remains within annual budget allocation.
  • Identify, manage and direct all vendors including caterers, florists, photographers, videographers, designers, audio visual technicians, valets and valet parking companies, parking and transportation authorities, building security, custodians, and other specific services required for an event.


Planning and Analysis

  • Manage the annual fall homecoming and spring commencement, lead a team of staff to execute tasks leading up to and including the day of the ceremony. Strategize annual events to focus on extending department community, including donors and alums relations.
  • Research and recommend vendors and pricing for program purchases and for future events. Negotiate prices with vendors when possible.
  • Search, identify and visit appropriate venues, including, but not limited to, the UC Berkeley campus or other private and public universities, as well as off-site venues such as hotels, private clubs, museums, wineries, corporate facilities, and private homes.
  • Evaluate department inventory is well-stocked, with attention paid to economical options. Bulk purchases of alcohol with tightly-managed inventory enables a balance of quality, efficiency and policy compliance.
  • Asses any honoraria, travel reimbursements, entertainment expenses, etc. with the department's accounting unit and with other departments in the case of jointly sponsored conferences or colloquia. Prepare payment requests, serve as cardholder for department events card, track payments and ensure policy compliance.


Training and Resource Support

  • Serve as resource and trainer for department event coordinators. Lead training of student event coordinators, provide online resources, and provide advice to a range of staff and faculty who coordinate events that are run through the department.
  • Create and expand web-based tools and resources for department event management. Streamline processes utilizing web forms, track and manage budget and event summary data for more efficient decision making and planning, and optimize collaborative work tools.
  • Provide updates to Communications Coordinator and partner to ensure streamlined sharing of information tied to events management. Serve as work lead to orient and train new communications staff, as needed.


Facilities Support and Front Office Administration

  • Assists with recruitment, training, and serving as work lead for work-study students who cover the following front office duties: greet public, answer phones, direct inquiries, distribute and redirect mail, prepare overnight packages, update departmental bulletin boards, update mailbox assignments, maintain public information (e.g., rosters of office hours, class schedules), restock copier paper and supplies.
  • Serve as initial contact for many departmental inquiries. Effectively interact with large numbers of students, faculty, staff, and public in a positive and confidential manner; requires extensive knowledge of departmental practices, academic programs, and campus resources. Works independently with limited supervision.
  • Serve as primary operator/expert of office equipment (fax, copier, central printer) and order/maintain necessary supplies. Diagnose equipment problems and arrange for equipment repairs or recommend timely replacement of items. Coordinate with front office staff to arrange office orientation sessions for staff and faculty on office procedures, office equipment usage, office supplies.
  • Schedules special uses of departmental seminar rooms (2303, 2231, 3104,and 3205), 3335 Dwinelle (a departmentally-controlled humanities space), Dwinelle common spaces (3401, 370, and Ishi Court), and serve as back up for one-time room requests for review sessions and special events for all instructors, including GSIs.
  • In cooperation with the Director of Administration, provide facilities support for both immediate and routine problems as well as providing administrative assistance in coordination of larger remodel projects. Forward reports of building problems to Physical Plant, Building Facilities Manager, or general assignment classroom coordinators, as necessary. Unlock and lock departmental classrooms. Serves as key controller.


Professional Development

  • Participate in employee development and training programs or other workshops to maintain or improve the necessary skills to perform the duties described above.


Required Qualifications

  • Bachelor's degree and three or more years' experience in event planning and management or equivalent combination of experience and training.
  • Proven record of produce high quality events while providing outstanding customer service and delivery satisfaction regarding event management.
  • Demonstrated organizational, analytical, planning, and project management skills.
  • Thorough knowledge of practices and procedures related to event planning and production, and public relations.
  • Demonstrated ability to work under pressure of deadlines in a stressful environment.
  • Developed organizational skills to enable work on multiple projects with competing deadlines, establish goals and work load priorities, and to effectively meet project deadlines within budget and time constraints.
  • Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents.
  • Highly developed interpersonal communication skills including political acumen and social perceptiveness.
  • Active listening and conflict resolution skills to effectively resolve questions and concerns and ensure cooperative and productive working relationships.
  • Attention to detail, and the ability to work with a high degree of accuracy and provide follow through on assignments.
  • Ability to work independently and as part of a team.
  • Highly developed judgment, and effective decision-making, including ability to recognize and deal effectively with real and potential problems, and determine when issues need to be brought to the attention of higher-level staff and/or management.


Preferred Qualifications

  • Ideal candidate has experience with managing events ranging in size from 10-1000 people.
  • Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large-scale gatherings.
  • Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.


Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for full UC Benefits. Annual salary is commensurate with experience up to $90,700.00.

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 when applying.

Referral Source info
This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of "UCB Employee" and then enter the employee's Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email.
Other Information

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=38849&PostingSeq=1



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