Events Logistics Planner - 117472
#117472 Events Logistics PlannerExtended Deadline: Fri 9/30/2022
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Special Selection Applicants: Apply by 07/25/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
- This position is open until filled. First Review Date 7/25/22.
The UC San Diego Rady School of Management provides exceptional business education through its many academic degree programs. The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high-energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.
This position uses event planning and communication skills to plan and implement the logistics of a wide variety of activities, programs, meetings, and events supporting Rady School of Management admissions and career activities, and graduate business students events along with centers of excellence and public events.
The position reports to and assists the Rady School Director of Facilities and Operations, and is the key planner and arranger of meeting and event logistics, serving as a centralized resource to the Rady School of Management units.
The position establishes a rapport with internal Rady School departments, receiving and evaluating requests to arrange meetings and events. The Rady department is responsible for the content of the meeting/event (career workshops and panels, info sessions, orientation, admissions & recruitment open houses, social activities, orientation, graduation dinners and ceremonies, conferences, and more). This position determines the needs of the event, audience, size, purpose, theme, etc. and secures internal event space, room set up, food options/catering, lighting, furniture, AV/IT, music, security, directional signage, parking arrangements. The position uses exemplary customer service skills to keep requesters updated, to provide choices, and to ensure that all logistics associated with the events are organized and implemented with attention to detail and the excellence that reflects the Rady School of Management.
Work Schedule: some pre-arranged evenings (events typically end at 7 pm) due to after-hours events or special activities, such as graduation dinners, graduation ceremonies, preterm/orientation, etc. This position is needed a minimum of one Saturday a month to support our weekend classes, and possibly 1 Sunday per month.
Must have ability to drive an electric golf cart on campus and (rarely) to travel to offsite locations in San Diego to examine venues or for offsite events. Ability to transport/carry materials, load cart, set up display booths, push/move furniture into place (most of which is on wheels), set out chairs and other event-related activities.
A cover letter is preferred.
Excellent organizational abilities. Calendaring abilities. Prioritization and project management skills and ability to manage multiple responsibilities simultaneously in a fast-paced environment, under a deadline, with a customer-service approach, with a can-do attitude
Experience organizing events logistics: catering, space, room set-up/furniture, timing, itineraries, pace, technology support, registration, directions, vendor contracts and deliverables, etc. for large meetings or small events such as panel discussions, onsite corporate field trips, receptions, small conferences, job fairs, or other similar activities.
Experience anticipating issues. Good decision-making and problem solving skills. Experience providing onsite direction to event hosts, participants and vendors, solving unexpected issues at events, panel discussions, off-campus visits, multi-day seminars or conferences.
Experience interacting with a wide array of vendors, providing direction prior to the event, during the event, and conducting a post-event assessment. Experience evaluating deliverables/services: quality, quantity, timeliness of arrival, logistics, etc.
Experience organizing complex information using events planning tools, online calendars, spreadsheets. Experience documenting information and processes.
Polished, professional, business-like written and verbal communications skills and demeanor. Experience establishing a rapport and collegial relationships.
Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators, international populations. Experience speaking persuasively and diplomatically to hosts, vendors, participants.
Experience projecting expenses, keeping a budget. Ability to keep meticulous expense records, review invoices, and submit reimbursements for event expenses. Experience following complex organizational and department purchasing and vendor rules.
Experience producing simple documents using Word and email, name badges, tent cards, signs, posters, banners, instructional materials.
Experience working in a team environment "pitching in" in a fast-paced environment where mutual support of colleagues is ongoing, coverage of colleagues' job duties and cross training is common. Experience responding to last-minute (same day) requests.
Ability to drive to offsite locations within San Diego for department events and marketing opportunities. Ability to transport/carry materials, load cart, set up display booths, etc.
Ability to work extra hours occasionally. Ability and commitment to attend events scheduled for some pre-arranged evenings (events typically end at 7pm). Ability to participate/plan other after hours events or special activities, such as graduation dinners, graduation ceremonies, preterm/orientation, etc.
Associates or bachelor's degree required, and at least two years of relevant job experience preferred, or a combination of formal seminars/education and experience.
Some coursework in Event Planning/Event Management.
Experience working with university departments & students. Experience interacting with an international audience, ideally students.
Experience with UCSD financial/purchasing/events online systems such as Marketplace, MyEvents, MyTravel, Financialink, Concur, Pcard, Blink.
- Job offer is contingent on clear Background Check.
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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