Job Description

Payroll Title:
EVENTS SPEC 3
Department:
VCSA UNIVERSITY CENTERS
Hiring Salary Range
$60,000 - $70,000 /year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday - Friday

#117164 Reservation & Event Process Manager

Filing Deadline: Thu 7/7/2022

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 06/26/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/07/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Reporting to the Assistant Director, the Reservation & Event Process Manager uses skills as a seasoned, experienced professional to oversee and manage the process of scheduling facility/outdoor space reservations into the university-wide Venue Reservation System for events and meetings across the UC San Diego Campus and University Centers spaces.

The Reservation & Event Process Manager serves as the Venue Reservation System day-to-day Administrator for University Centers and UC San Diego in conjunction with the Assistant Director. In coordination with the student reservation team, manage and ensure the processing of all venue reservation requests in University Centers spaces run smoothly. In collaboration with the Assistant Director, develops and administers reservation policies and procedures that meet the needs and mission of the University Centers. Creates space in the reservation system in accordance with existing agreements with other departments; creates templates for different users; and develops a thorough understanding of the scope of permissions. Oversees the training program of the Venue Reservation System and develops comprehensive training material, and responds to user inquiries and questions.

Supervise the day-to-day work of the Reservation Support Team (~12 student employees) and Open Desk team (~8 student employees), including managing the reservation process of Price Center study rooms, coworking spaces, and Open Desk. Plan, prepare, and distribute automated daily, weekly, monthly, and annual reports regarding campus and University Centers' reservations.

Plan and consult with clients regarding events and event schedules. Ensure customer needs are met. Provide expert advice and services for successful meetings and events scheduled in University Centers' meeting and program facilities, which total more than 20,000 reservations annually and generate over $315,000 in revenue. Participate in coordinating and planning meeting spaces in University Centers spaces as needed.

Participates in the workflow development of the UC San Diego ESEM Event Management System, including reporting. Develop materials for market facilities and services (in collaboration with University Centers marketing) as required. Participates in the development and management of the University Centers reservations web page. Support the Assistant Director and act in his/her absence as needed.

QUALIFICATIONS

  • Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. Working knowledge of event and meeting planning. Proven experience of running eventsfrom scheduling to completion.

  • Demonstrated knowledge, skill and ability with event management and scheduling systems(s) such as EMS. Knowledge and ability to pull a variety of inquires from scheduling systems to analyze program effectiveness. Ability to effectively direct staff in use of web-based systems.

  • Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation. Demonstrated experience in long range strategic planning.

  • Skill in effectively meeting budget and time constraints. Experience with event budget planning.

  • Strong organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus for fundraising events. Skills to provide excellent donor stewardship. Skills to provide excellent donor stewardship. Experience in planning and organizing large events, including major campus events such as conferences, rallies, graduations, career fairs, symposiums, and concerts.

  • Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities. Ability to engage and build effective relationships with stakeholders and committees.

  • Proficient in Microsoft Suite (Excel, Word, PowerPoint), Google (Docs, Sheets, Slides, One Drive), Calendar management software (Gmail, Outlook). Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet required

  • Knowledge and skill to set and monitor work standards and protocols. Proven ability to interact and communicate effectively with all levels of the organization (faculty, staff and students) and staff members of other departments and vendors. 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.

  • Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. Working knowledge of event management and supervision including crowd control, security, and responding to emergency situations.

  • Highly developed judgment, decision-making and problem recognition / avoidance / resolution skills, including skill in determining those issues / problems that need to be brought to management's attention. Well-developed planning, risk and issue management and delivery skills and understanding the complex needs of different events, and diverse clients.

  • Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Experience with management of student personnel that includes the ability to hire, train, supervise, and evaluate.

  • Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.

  • Demonstrated ability to organize and maintain records of account receivables, including compiling data from invoices for accounting purposes, such as calculating rental and service fees. Ability to adhere to departmental policy and UC standards.

SPECIAL CONDITIONS

  • Occasional evenings, weekends, and holidays may be required.

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

  • 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.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.

This position is eligible for full benefits first day of hire:
a) Health/Dental/Vision Insurance.
b) Vacation/holidays (15 vacation days & 14 paid holidays a year).
c) Work/Life Balance.
d) UC Retirement Plan
e) Pet insurance.

For more information about UCSD Benefits and Work/Life.


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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