Description
Job Posting
For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP
UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
Department Overview
The Building and Administrative Service Center (BASC) offers systems and services that support the work of the Office of the President. We strive to provide a clean, safe and secure working environment and efficient administrative support services. The Event Services Group (ESG) provides project management, planning and preparation for UCOP client events. ESG's expertise and industry relationships enable you to focus on event content and critical factors while ESG effectively manages the logistics.
Position Summary
Under the general supervision of the Event Planning Supervisor, the Senior Event Planner provides high-level meeting and special events planning and coordination services for UCOP events, which are estimated at 280 events annually. The incumbent collects data and information from the UCOP event sponsor, assesses the constituent's needs, identifies and secures an appropriate venue and support services, and is accountable for logistical planning and coordination of vendors, contractors, and support staff, encouraging consistency in meeting/event planning across UCOP. The incumbent is expected to function as a lead expert in a fast-paced team to facilitate the smooth functioning of the unit and to ensure all relevant University policies and regulations are followed. Please note this is a hybrid position.
Key Responsibilities
60% Plan and successfully implement large and complex UCOP events. Collect and analyze data and information on meeting size, scope and needs, and identify appropriate venue and support services to the UCOP event sponsor. Identify the need for, and coordinate the logistics among, all vendors, contractors, support staff, and materials needed to ensure a high quality, effective event/meeting. Collect data for, develop, and monitor accurate fulfillment of Banquet Event Order (BEOs) and other vendor contracts. Anticipate emerging and recurring needs, technical and technological options, and negotiate with vendors for bundled support and services. Develop and maintain an event planning process map and a meeting venue portfolio. Recommend changes or improvements to event planning and management processes. Following the event and in collaboration with UCOP event sponsor, debrief and review the team's overall success in achieving the initial goals for each event/meeting. Seek feedback to evaluate the team's and the event's strengths and weaknesses. Perform in-depth analysis and contribute ideas to the development of unique analytical approaches in process or event improvements and cost efficiencies. Attend and/or coordinate support services to attend events/meetings and provide on-site liaison to ensure that BEOs and other vendor contracts are correctly fulfilled, and to provide consultation and/or assistance to meeting participants and the UCOP event sponsor. Assist participants and sponsors with the resolution of issues that arise on site during the meeting. Maintain flexible approach and professional demeanor in all interactions with vendors, participants and UCOP event sponsor. Ensure arrangements with hotels, caterers, and other vendors for events/meetings as defined in the contract are in compliance with UC policies. Communicate status updates to UCOP event sponsor(s) or planning committees to ensure needs are being met. Provide analytical and administrative oversight of external meeting planners with whom the University has contracted to provide on-site support for events/meetings. Function as the principal coordinator and liaison with external meeting planners, vendors, and contractors who are engaged to provide development and support for said function. Coordinate arrangements for delivery of relevant materials to participants or event site by agreed upon deadlines and other duties as assigned.
20% Organize and maintain data in order to efficiently access up-to-date information. Provide cost estimates, periodic budget to actual analyses, reservation information, and other data to UCOP event sponsor to facilitate decision-making regarding meeting requirements and expenditures. Retrieve data and produce documentation as requested. Make cost-saving recommendations to UCOP event sponsor without compromising event quality. Coordinate with other BASC Teams and colleagues in the COO Division policy unit to ensure compliance requirements contained in the Business and Finance Policies are met with respect to contracts, travel reimbursements, and expense reporting.
10% Assist participants with preparation of requests for reimbursement for expenses incurred. Develop and prepare reports on meeting costs for UCOP event sponsor(s). Serve as primary contact for inquiries regarding travel and events/meetings arrangements. As subject matter expert, analyze inquiries and independently determine resources required to respond. Provide accurate information in a timely and professional manner.
10% Provide back up support to ESG colleagues; actively participate in staff meetings and process improvement projects; and perform other assignments/projects as requested.
Experience
Required Qualifications
Minimum 5 years Event coordination experience- planning, onsite support, close out
Skills and Abilities
Required Qualifications
Thorough knowledge and understanding of concepts, principles and practices of event planning, event design, and production.
Demonstrates good judgment in making decisions and managing events. Skilled in effectively meeting budget and time constraints.
Proven organizational and project management skills producing high quality events that meet client needs and appropriately represent the university.
Excellent interpersonal, verbal, and written communication skills to effectively communicate with diverse populations with competing priorities.
Experience maintaining a high standard of productivity within a fast-paced environment and while balancing multiple tasks while meeting deadlines.
Ability to effectively work with invited guests, meet clients' standards, and collaboratively partner with vendors.
Ability to give clear directives and use independent, rational judgment to make optimal decisions.
Self-directed, strong math and analytical skills, ability to problem solve and respond quickly.
Proficient with Microsoft Office. Experience managing Zoom meetings and webinars.
Preferred Qualifications
Knowledge of University policies and procedures relating to travel and entertainment.
Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings.
Strong negotiation skills.
Education
Required Qualifications
Bachelor's degree in related area and / or equivalent experience / training
Travel Requirements
20% Some night and weekend work. Some travel to outside areas other than Oakland
Job Title
Events Specialist 3
Job Code
006292
Salary Grade
Grade 21
Payscale:
$88,000 - $100,800
Full Salary Range:
$70,100 - $124,700
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is June 24, 2024. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
EEO STATEMENT
The University of California, Office of the President, 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: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.
The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.
Apply on company website
Find Connections via Linkedin
