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Job ID: 130514

Events Associate (6291U) Job 1762 - CoE/College Relations - 1762
University of California, Berkeley


Date Posted Oct. 3, 2019
Title Events Associate (6291U) Job 1762 - CoE/College Relations - 1762
University University of California, Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Athletics and Recreation Services
    Administrative Support/Services
 
 


Events Associate (6291U) Job 1762 - CoE/College Relations - 1762

Application Review Date

The First Review Date for this job is: 10/8/19

Departmental Overview

The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 230 regular faculty members and 5,000 students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. The College Relations office supports the College's core projects and programs through marketing, communications, and fundraising efforts designed to reach over 60,000 alumni, friends, students, foundations, and corporate partners. The College consistently raises approximately $50 million each year in private gifts from individuals, corporations, and foundations.

Taking direction from the Director, Events & Programs, the Events Associate supports the execution of the College of Engineering's annual events and related programs in the following ways: develops, delivers, and organizes fundraising and constituent relations events and programs; communicates with donors and prospective donors, students, alumni, and parents/family of students; develops written reports and other materials; and ensures timely and accurate processing and customer service.

Responsibilities

85% Provide coordinating and administrative functions to support College events and programs.
  • Execute all steps related to planning events from conception to finish and any necessary related follow-up tasks; steps can range from reserving venues, dealing with vendors and caterers, developing marketing content.
  • Vendor management and administrative functions: process invoices, inventory and purchase necessary supplies, reserve and pay vendors, etc.
  • Arrange event staffing needs by delegating and coordinating staff and student assistant schedules to ensure that events are well staffed.
  • Set up, staff, and break down events, delegating and coordinating with vendors as needed. This includes equipment set-up, registration area, and food/beverages service. Staff off-hour events as needed.
  • Setup and manage online registration, monitor and track rsvps and respond to guest inquiries.
  • Manages work study students.
  • Oversees development and inventory of marketing materials.


Provide comparable support in the spring semester, focused on the College's annual Commencement ceremonies:
  • Registration database management: Hold primary oversight of the three commencement online registration databases, including; checking for duplicate registrations, and resolving incorrect orders.
  • Ticket management and distribution: Serve as primary contact for registrants. Coordinate with Cal Performances and the College's finance office as needed. Liaison with Cal Performances to ensure that ticket distribution complies with contract specifications.
  • Online registration form and web page: Manage and update external facing commencement web pages and necessary registration forms. Collect content and update posts on a regular basis.
  • Day-of-event materials/staffing: Oversee production of day-of-event materials, including staff assignments, seating maps, timeline, briefing, etc.
  • Manage data, draft content, and distribute commencement communications to staff, faculty, and students regarding registration, logistics, timing, and other details as necessary.
  • Manage and recruit various students to participate as members of the official party (i.e., student speaker, senior gift presentation, student singers, award winners), coordinates all necessary day-of-event communications.
  • Vendor management and administrative functions: process invoices, inventory and purchase necessary supplies, reserve and pay vendors, etc.


15% Special projects and other duties as assigned.

Required Qualifications
  • Working knowledge of concepts, principles, and practices of event planning and production and public relations.
  • Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements, and infrastructure.
  • Good organizational skills, including skill in effectively coordinating and organizing multiple details.
  • Good interpersonal communication skills and political acumen, including skill in effectively representing the campus to its publics.
  • Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues/problems that need to be brought to the attention of higher-level staff and/or management.
  • Ability to pay strict attention to detail in a fast-paced environment.
  • Working organizational skills, including skill in establishing priorities for and effectively managing multiple projects and assignments
  • Skill in effectively meeting budget and time constraints.
  • Good interpersonal communication skills and political acumen, including skill in effectively representing the campus to its publics and effectively working with all levels of the college including, student campus staff, and faculty.
  • Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues/problems that need to be brought to the attention of higher level staff and/or management.
  • Ability to work independently and as part of a team.
  • Ability to communicate clearly and effectively, both verbally and in writing.
  • Some evening or weekend hours will be required over the course of the year,
  • Ability to work cooperatively in a diverse environment that includes faculty, staff, industrial executives, donors, and the general public.
  • Proficient in the use of Microsoft Office and common desktop web applications.
  • Ability to maintain confidentiality.
  • Valid California driver's license.
  • Ability to lift 25-50 pounds with assistance if needed.
  • Ability to work outside of regular work hours, including evenings and weekends as needed.


Preferred Qualifications
  • Familiar with InDesign and Adobe Creative Suite, preferred.
  • Bachelor's degree in related area and/or equivalent experience/training.


Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
  • The hourly salary range designated for this position: $24.14 - $30.00; however, starting salary will be commensurate with experience.


How to Apply

Please submit your cover letter and resume as a single attachment when applying.

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=1762&PostingSeq=1

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