DESCRIPTION

Under supervision of the Principal Facility Services Manager, the Event Specialist will assist in the planning, coordinating, and oversight of public events for the University Centers Department (Price Center & Student Center) the major retail and conference center of UC San Diego. Responsibilities include interacting with clients and university staff to execute event seating, furniture, staging, and audio-visual sets-ups of meetings and events. Because the venues of the University Centers are multipurpose spaces, the Event Specialist must be able to successfully plan and execute a myriad of complex set-ups and turn over in set-ups. Events include student concerts, rallies, and dances, which may include alcohol service, and require the Night and Weekend Manager to effectively plan security, emergency response, and risk management procedures.

Assists in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, and VIP briefings. May independently manage small, non-complex events.

QUALIFICATIONS

• Knowledge, skills, and experience in the operation and/or management of student union facilities or related, that include meeting, event, retail, and student organization facilities. Includes experience interacting with operations, custodial, maintenance, event programming, event security staff, police and technical services staff in order to successfully operate a clean, safe, and comfortable facility.

• Working knowledge of concepts, principles and practices of event planning and production and public relations.

• 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.

• Knowledge of risk management as it relates to events and facilities and ability to decipher risks inherent in events and develop solutions to minimize risks. Ability to analyze situational changes and make appropriate security and entry procedure modifications as necessary to better serve customers and reduce risks. Knowledge of state safety regulations and federal OSHA standards. CPR and First Aid proficient.

• Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling.

• Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. Includes ability to maintain a calm and professional demeanor while interacting with a variety of individuals and groups at all levels of the university community from diverse socio-economic to cultural/ethnic backgrounds and to maintain confidentiality.

• Skill and knowledge of crowd control management practices for safe and efficient queuing and monitoring of customers in and out of various events in various facilities, both indoors and outdoors.

• Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. Proven multicultural competencies, knowledge and experience interacting effectively with diverse groups.

• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.

• Working knowledge and skill of operating computer software programs, including the Microsoft Office Suite (Word, Excel, Powerpoint, Outlook), EMS Reservation Software, Meeting Matrix CAD, & Triton Activity Planner (TAP).

• Skill in the setup and teardown of furniture & staging equipment. Ability to maintain such equipment and perform minor maintenance and repairs

• Knowledge and skill of hiring and supervising part-time/student employees. Experience training students on topics such as customer service and coordinating events and meetings. Demonstrated experience, knowledge and skill to teach/train staff in all aspects of job duties and responsibilities

• Ability to operate University Centers' vehicles, including gas equipment carts, mid and large sized equipment trucks, and aerial platforms lifts.

• Ability to work with, train, and motivate student part-time (student & temporary) employees.

SPECIAL CONDITIONS

• Must work occasional flexible, variable hours, including evenings, weekends and holidays as needed

• Must have a valid California driver's license

• Background check required.

• Must have CPR/First Aid certification or acquire such certification within 6 months of employment

• Must have general knowledge of physical work safety procedures and use proper safety gear as necessary.

• CANRA 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.