Job Description

Payroll Title:
EVENTS SPEC 2
Department:
JACOBS SCH. OF ENGINEERING
Hiring Salary Range
$23.95 - $28.74 /Hour
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Variable, 8 hrs/day, Monday - Friday, some evenings/weekends

#118193 Events and Fiscal Coordinator

Extended Deadline: Fri 10/7/2022

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 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.

DESCRIPTION

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.

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. 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.

SPECIAL CONDITIONS

  • 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).

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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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