Job Description

Payroll Title:
EVENTS SPEC 3
Department:
HOUSING/DINING/HOSPITALITY
Hiring Salary Range
$68,100 - $82,600 / year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri, 7:30am-4:00pm; Hybrid-3 days onsite

#120144 Reservation & Event Process Manager

Filing Deadline: Thu 12/1/2022

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

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 11/21/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/01/2022 Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position offers a hybrid work arrangement, which includes three days of onsite and two days of remote work.

POSITION OVERVIEW

Reporting to the Associate Director of Hospitality and Conference Services, the Reservation and Event Process Manager uses skills as a seasoned, experienced sales professional to oversee and manage the full range of sales activities, including coordinating events and developing and implementing promotional strategies, materials, and products designed to promote awareness within the campus, medical center community and to the general public. Has a full understanding of industry practices and campus and/or medical center policies and procedures; resolves various issues.

Incumbent is independently responsible for managing more than 30 Conference and Meeting Rooms, including the Jeannie, a 600-person auditorium.
Areas of responsibility include:

  • All sales activities. 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 HDH meetings and program facilities.
  • All marketing activities include developing and implementing an outreach plan to bring new customers to the campus, including cultivating new clients and business.
  • Lead all efforts related to the Hybrid location, the Jeannie, including meeting with various stakeholders regularly to ensure efficiency and effectiveness of space allocation and alignment with the goals and purpose of the Jeannie.
  • Recruit and train the student support team operating these meeting locations. Lead, provide guidance and supervise the day-to-day work of the Support Team (~4 student employees), including managing the reservation process of meeting rooms and event venues. Plan, prepare, and distribute applicable daily, weekly, monthly, and annual reports regarding all reservations.
  • Provide executive meeting services, meeting planning services, and conference groups with quality short-term housing, dining and meeting space, and supplemental services.Serve as the nexus between the department and internal and external partners to ensure program goals are met, and customer expectations are exceeded. Implementing information-sharing procedures at all department levels and ensuring that supporting divisions are involved and informed about the program and their needs. Continually update the program to align with current technology trends, customer service expectations, and conference industry standards. Pursue new and innovative conference programs that align with and support the current campus vision of being a student-centered, research-oriented, public University. Ensuring outstanding customer service through the UC San Diego Principles of Community and the Balanced Scorecard concepts to over to more than 20,000 Guests annually.
  • Uses skills as a seasoned, experienced professional to provide comprehensive coordination and management oversight of moderately complex and/or medium-sized events.

DEPARTMENT OVERVIEW

Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with over 700 career employees, 1000 to 1200 student employees, and an annual operating budget greater than $256 million. HDH provides housing for approximately 18,000 undergraduates, grad students, faculty, staff, and their families in over 400 buildings covering over 8 million sq. ft. HDH is implementing an aggressive building plan which added 10,000 new beds in the next 10 years and will almost double our square footage by 2032.

HDH houses 38% of UCSD’s enrolled students with a goal of housing 65% by 2032. HDH provides maintenance and repair, contract meals/meal plan management, retail food service, conference services, and catering services to residents, students, faculty, staff, and campus visitors.

Housing/Dining/Hospitality commits to facilitating an equitable, diverse and inclusive environment, fostering a sense of belonging for our students and staff. As HDH we understand, each unique individual with varied thoughts and experiences makes our department strong. Aligning with UC San Diego’s Office for Equity, Diversity, and Inclusion strategic goals, Housing/Dining/Hospitality is proud to promote and create opportunities for greater equity, diversity, and inclusiveness within our division.

QUALIFICATIONS

  • Thorough knowledge and understanding of event planning and public relations concepts, principles, and practices, including event design, organization, and production. Working knowledge of event and meeting planning. Proven experience in running events from 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 inquiries from scheduling systems to analyze program effectiveness. Ability to effectively direct staff in the 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. Experience in long-range strategic planning.

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

  • Demonstrated 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), and 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, police, and technical services staff to 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 emergencies.

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

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

  • 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

  • Job offer is contingent upon satisfactory clearance based on Background Check results.
  • Occasional evenings, weekends, and holidays may be required.
  • 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.

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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