Special Events Operations/Sales Program Manager - 116345
#116345 Special Events Operations/Sales Program ManagerExtended Deadline: Mon 6/6/2022
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 05/17/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 05/26/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UC San Diego career employees will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.
This position will remain open until a suitable candidate is identified.
Under the supervision of the Director of Special Events and Group Sales the Special Events Operations/Sales Program Manager assists to develop strategies to generate aquarium event sales through a variety of programs. Specific areas of focus include increasing overall corporate, social, UC San Diego departments, by developing new relationships. Develops and coordinates cooperative sales activities with other industry partners.
Under the supervision of the Director of Special Events, responsible for coordinating services and staging of special events at Birch Aquarium at Scripps. Responsible for arranging all the requirements specified by parties renting the venue, and for ensuring clients meet all the terms of each special event contract.
Responsibilities include ensuring the facility is properly prepared, overseeing staging and technical set-up and the activities of caterers and other vendors, monitoring the events, and enforcing all appropriate safety and other regulations. Conduct site visits for outside groups, UCSD departments, faculty, staff, and potential off-campus clients and conference organizers.
Consults with clients on all details regarding events and event planning. Prepare work requests and route them to appropriate departments; follow up to ensure that all requests are approved and duties assigned. Schedule facility walk-through if necessary to finalize event logistics. Oversee the facility’s technological capabilities to ensure that the facility meets the A/V needs of all users, both internal and external groups renting the facility.
* Responsible for coordinating program activities, and group logistics related to events.
* In collaboration with the Director of Special Events responsible for the development, planning, and implementation of group sales activities.
* The position engages with caterers and event vendors in overseeing the event set up of position tables and chairs, place linens, trash containers, portable heaters, signage, etc.
* Works with facility staff and cleaning staff to maintain the cleanliness of grounds and surrounding areas and monitors restrooms as necessary throughout the event.
* On occasion, participates in the room set-up and teardown processes; assembling tables, moving tables & chairs, stacking chairs, etc.
Bachelors' degree in Hospitality or related field and/or equivalent experience.
Minimum two (2) years experience in meeting and event industry and/or related field.
Working knowledge of concepts, principles and practices of event sales.
Proficient computer skills, including competency with Microsoft office suite, and data bases (such as Filemaker), Mac skills preferred.
Working knowledge of concepts, principles and practices of event planning and production and public relations. Demonstrated experience with venue, operation, and/or event planning management.
Effective 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.
Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
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.
Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Must be able to work a flexible schedule, including evenings, early mornings, weekends and holidays, to meet event needs.
Must have access to reliable transportation.
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Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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
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