Job Description

Payroll Title:
EVENTS SPEC 4
Department:
VCSA STUDENT LIFE
Hiring Salary Range
$75,000 - $103,100 /year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday - Friday

#115734 Assistant Director - Student Events Office

Extended Deadline: Fri 5/27/2022

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 04/19/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/29/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.

Priority consideration will be given to applicants that apply by 4/29/22.

DESCRIPTION

Incumbent supports various campus departments with all aspects of conceiving, planning, budgeting, coordinating and managing student-centered events held indoors and outdoors on the UC San Diego campus.

Incumbent leads with expertise in producing medium to large scale events including festivals and campus ceremonies attended by as many as 20,000+ people. The staff are knowledgeable about entertainment trends, event management, artist booking, working with concert promoters, contract negotiation, contract law, venue selection, event production and design, sound, video and lighting, event security, medical support and crowd control, risk management, event ticketing, event budgeting, and marketing and publicity.

The position provides event management and production consultation to the concerts and events office of the Associated Students (A.S.), Sports Facilities, Student Affairs units, undergraduate colleges, and the Center for Student Involvement for technically complex student organization events held in venues lacking internal event production staff.

Annual events supported include Student Convocation, Parent and Family Weekend, SD Hacks hackathon, Hullabaloo, Sun God Festival, Bear Gardens, Founder's Day, College Festivals, Triton Fest event series and supporting programs in the Epstein Family Amphitheater as necessary.

The position is responsible for articulating a vision of the types and frequency of student events happening at UC San Diego. By facilitating regular meetings and collaboration among all student event programming organizations (e.g., A.S. Concerts and Events, Student Life Programming, College Councils), the position plays a lead role in developing a full calendar of student events during the academic year and particularly on weekends. Through the administration of student surveys, event attendance tracking and other forms of assessment, the position develops programs, assists student event programmers with understanding the student body's preferences for events and how to develop an event calendar that increases student satisfaction with their social experience and their sense of belonging to UC San Diego

The position advises A.S. Concerts and Events and undergraduate colleges and other student events' programming organizations as needed. Additionally, provides advice, mentoring, professional development opportunities and training for student volunteers, interns and student employees to develop their abilities and knowledge related to the entertainment industry, in particular event management, event risk assessment, and production.

Areas of programing:

1) Associated Students Concerts & Events (ASCE)2) On-campus traditions and celebrations attending by students (Trition Fest, Sun God, etc)3) Major high profile public concerts and entertainment programming at Recreation Facilities and Epstein Family Amphitheater.

The Assistant Director of the Student Events Office is responsible for articulating a vision of the types and frequency of student events occurring at UC San Diego. This vision should complement the mission of Student Affairs and the university and increase student satisfaction with their social experience and their sense of belonging to UC San Diego. Responsible for engaging campus stakeholders in refining and adopting this vision and developing a full and diverse calendar of student events, particularly on weekends. In this role, the incumbent is responsible for applying knowledge of event programming trends on university campuses and securing funding from campus departments and off-campus sponsors to support high quality and frequent student events.

The incumbent is a campus expert on the planning and production of large scale events, including concerts and festivals requiring experience working with major talent agencies. The incumbent has an expertise in producing events with complex technical production requirements and planning crowd management and health and safety measures for events with audiences ranging from 1,000 to 20,000 people. The incumbent serves on a number of event planning committees and oversees and manages the negotiation of complex, large-scale concert and entertainment venue rental details for RIMAC arena and other event venues managed by Recreation Facilities and the Epstein Family Amphitheater.

In this capacity, the incumbent supervises and leads career staff event professionals using proven skills in staff management, mentoring, professional development, appraisals and goals setting. He or she supervises professional and operational staff who provide comprehensive fundraising and / or public event management services.

Serve as is the primary advisor to the Associated Students Concerts and Events office, a student-run unit with an annual budget of more than $1 million, that is responsible for producing a diverse student events series including major festivals, concerts, speakers and film events.

The incumbent of the Student Events Office Reports to the Executive Director for the Campus Performance and Events Office and is a member of the SLLT.

Manages highly complex events, including events, or high visibility events involving influential or important friends or members of the campus community. May orchestrate large scale events in support of the campus, which include senior campus management, University executives, faculty, international dignitaries and government officials.

QUALIFICATIONS

  • Thorough knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and production of complex events. Knowledge and skills to apply event management principles, practices and techniques in support of effective event management, particularly high visibility, high impact, high risk events.

  • Advanced knowledge, skills and abilities overseeing a comprehensive event services program for multiple venues or facilities. Includes working knowledge, skills and abilities for all aspects of an events program including policy development, setting rental rates and fees, scheduling, planning, risk management, contracts, insurance, logistics, crowd management, and guest services related to events and activities of all sizes.

  • Experience in assessing the risk of events, activities, programs, and and working effectively with students and campus departments to reduce the risk of activities to acceptable levels. Knowledge of risk-mitigating requirements and strategies related to events.

  • Advanced knowledge of the campus, including its vision, mission, goals, objectives, achievements and infrastructure.

  • Advanced long-range planning, project management and organizational skills. Skill to develop strategic plans, long and short range plans and the ability to direct the work of other professionals in meeting those plans.

  • Excellent communication skills to speak before large and small audiences. Ability to develop and present reports to senior leadership, students, and other constituents. Skills to persuade others to understand and adopt new protocols, and to compromise for the mutual benefit of all parties.

  • Proven creativity and the ability to collaborate effectively with faculty, staff and other colleagues Excellent interpersonal, oral and written communication skills. Skill at clearly and concisely communicating detailed information over the phone, in person. Ability to communicate well with both individuals and groups. Excellent interpersonal communications skills to build and foster a collaborative and cooperative work environment and build and maintain good working relations at all organizational levels and with outside constituencies.

  • Demonstrated ability to communicate and coordinate all event services elements with clients, sponsors, campus administrative units, outside vendors, Campus Fire Marshal, Police and private security teams regarding major events

  • In-depth knowledge, skills, and experience in events, programs, and activities, identifying controversial and/or sensitive activities, and working with campus officials to develop and implement a response plan.

  • Ability to solve problems creatively. Strong creative and analytical skills to provide solutions that address issues within all functional areas of responsibility including the ability to anticipate problems. Solutions-based focus with a can-do attitude; offers solutions or alternatives to deliver outstanding customer service. Ability to solve problems creatively.

  • Advanced skill in meeting goals and objectives within budget and time constraints. Ability to create complex reports; Demonstrated ability to analyze and synthesize information from a variety of sources. Ability to develop and present reports to senior leadership, students, and other constituents.

  • Experience supervising event services professionals in the delivery of a high volume event services program. Ability to work in high volume, demanding event services environment while maintaining professional demeanor, solution-based focus, and highest standards of customer service for our guests. Ability to multi-task, prioritize, and delegate across competing functions of the department.

  • Proven skills to apply principles of personnel management to plan, organize, motivate staff and volunteers. Ability to support students through advising and counseling methods appropriate for students in events. Additionally, knowledge of guiding and coaching techniques for college students.

  • Proven experience in providing guidance and advice in all aspects of program planning, implementation and evaluation.

  • Experience developing accurate program budgets; ability to forecast expenses and income.

  • Proven experience and knowledge in effective contract negotiation and strategies.

SPECIAL CONDITIONS

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

  • Occasional evenings and weekends 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.


Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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

Application Instructions

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