Special Events Operations/Sales Program Manager - 123043
#123043 Special Events Operations/Sales Program ManagerFiling Deadline: Fri 6/2/2023
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Birch Aquarium at Scripps is the non-profit public exploration center for world-renowned Scripps Institution of Oceanography at UC San Diego. Perched on a bluff overlooking the Pacific Ocean, the aquarium features more than 60 habitats of fish and invertebrates from the cold waters of the Pacific Northwest to the tropical waters of Mexico and beyond. An interactive museum showcases research discoveries by Scripps scientists on climate, earth and ocean science and features five-dozen interactive elements. Birch Aquarium has an annual attendance of more than 460,000. The aquarium is the largest provider of K-12 ocean science education in San Diego County, reaching more than 55,000 school children each year through its on- and off-site programs.
At the Birch Aquarium at Scripps, we connect understanding to protecting our ocean planet. As the public outreach center for Scripps Institution of Oceanography, UC San Diego, we share the spirit of curiosity that drives Scripps’ global research to understand our planet. We engage people in science and invite them to ask questions, explore, and observe to better understand how our world works - Earth, ocean, atmosphere, and life - and our unique role in our global ecosystem. We use science to guide conservation action to support a healthy thriving planet where we feel hope for the future and empowered to make positive change. We connect people with each other, with nature, with science, and with a shared sense of purpose to care for our amazing one-and-only planet Earth.
Our values can be found here.
Job Location: Birch Aquarium is located at 2300 Expedition Way, La Jolla, CA 92037
Under the supervision of the Director of Special Events and Group Sales, the Special Events Operations/Sales Program Manager assists in developing strategies to generate aquarium event sales through various programs. Specific areas of focus include increasing overall corporate, social, and 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 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 developing, planning, and implementing group sales activities. The position engages with caterers and event vendors in overseeing the event setup 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, it participates in the room set-up and teardown processes, assembling tables, moving tables & chairs, stacking chairs, etc. Provides work direction for the unit Event Operations Crew and student responsible for scheduling, events setup, event sales, and operations. Support recruiting, training, and work direction of four student staff and part-time, limited Event Operation Crew positions.
Bachelors' degree in Hospitality or related field and/or equivalent experience.
Minimum of two (2) years experience in meeting and event industry and/or related field.
Working knowledge of concepts, principles and practices of event sales.
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.
Working 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 in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.
Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
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.
Satisfactory clearance of Background check.
Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required. Must meet CANRA compliance requirements per California Child Abuse and Neglect Reporting Act ("CANRA," Penal Code sections 11164-11174.4)
Pay Transparency Act
Annual Full Pay Range: $43,900 - $91,900 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $21.02 - $44.01
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
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.
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Job Reference #: 123043