Events and Fiscal Coordinator - 118193
#118193 Events and Fiscal CoordinatorExtended Deadline: Fri 10/7/2022
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UCSD Layoff from Career Appointment: Apply by 08/12/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 08/23/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
Under the direct supervision of the Special Events Manager, support in the planning, organization and implementation of internal, external, virtual and in-person events for the Jacobs School of Engineering. Offer organizational and experienced event support for conferences, expos, donor functions, symposiums, faculty events and workshops all maintained by the Jacobs School. Most events (70+ per year of various sizes) take place on-campus or via Zoom, and a few off-campus.
As necessary, Event Spec 2 will be responsible for organizing travel, venues, AV, and catering; creating necessary invitations, setting up registration; working with inter-departmental teams to coordinate communications and marketing plans; and developing and monitoring event budgets. Staff and coordinate all day-of-event activities for both in-person and virtual events. Post-event activities include tracking registration statistics; reconciling event costs and managing payments.
This position will maintain some autonomy over small to medium-scale events, while offering experienced support to the larger events. Budgeting both time and event financials are key components to this position.
Cover letter required for a complete application.
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. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.
Strong 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.
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 professionally under pressure and under tight deadlines ensuring excellent customer service support.
Excellent attention to detail.
Demonstrated knowledge in drafting event budgets, with skill in monitoring expenditures for each event. Experience processing reimbursements and/or making payments.
Proficient knowledge and skill in use of word processing, spreadsheet, presentation applications, and calendaring. Experience with Google suite, Microsoft Word, Excel, Outlook, PowerPoint, etc.
Consistent attendance and ability to staff morning, evening and weekend events.
Ability in problem identification and reasoning. Skills in service orientation, organization, active listening, and critical thinking.
Knowledge of virtual events platforms such as Zoom, including registration, meeting and webinar functions, recording, and post-recording edits.
Occasional overtime required.
Occasional early morning, evening and/or weekend hours required to meet the needs of special events.
Vacation during the academic year will be limited and may not be approved depending on event schedules.
Cover letter required for a complete application.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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