Event Assistant (6291U), University Development and Alumni Relations - 51099 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

External Relations is responsible for the comprehensive planning, strategizing, and implementing of a variety of events for the campus. These events include cultivation and recognition events for donors and friends of the University, the Chancellor's signature events, and university ceremonies. The Events Assistant will provide comprehensive support for the development programs and university ceremonies and will be supervised by the Director of Administrative Operations.

Application Review Date

The First Review Date for this job is: April 12, 2023

Responsibilities

Plans, organizes, and implements small events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP briefings.

• Coordinates details of events with campus academic and service units (Campuswide Memorial, New Student Convocation, Big Give, Homecoming Volunteers).
• Creates, maintains, and distributes the Commencement schedule and other relevant information.
• Assists as needed on matters pertaining to protocol and university ceremonies, for example, ceremony regalia, Ph.D. ceremony, etc.
• Organizes reservations and ticketing for events.

Manages Campus Wide Memorial, Big Give, ~300-person UDAR Town Hall Summits, Order of the Golden Bear Banquet).

• Serves as staff host at selected events planned by the unit, greets guests, and troubleshoots throughout the event.
• Prepares all material for allocating funds for commencement ceremonies.
• Tracks all financial records for commencements.

Scouts potential locations, speakers, and vendors for future events.

• Establishes and maintains a list of active outside speakers available to campus and community groups.
• Manages the vendoring process and protocol in BearBuy to ensure that Berkeley events, ceremonies, and programs are aligned with procurement policies and procedures.

Oversees operational support staff.

• Supervises the work of 3 students year-round.
• Recruits, manages, and trains volunteers at Homecoming (~100), Commencement (~50), and December Graduation (~20).

Participates in planning, organizing, and staffing large or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, etc.

• Maintains database and processes award nominations.
• Assists with University awards.
• Creates, customizes, and maintains registration systems for events; specialized knowledge of which system is best for each event.
• Manages budget for event income and expenses.
• Handles procurement (every activity involved in obtaining the goods and services needed to support events such as vendor identification, requesting proposals, the vendor process, disbursements, etc.).

Required Qualifications

• Minimum 1 year of working knowledge of concepts, principles, and practices of event planning and production and public relations.
• Minimum 1 year of working knowledge and experience with events at a nonprofit organization, educational organization, or corporate entity (such as a catering company), its programs, policies, mission, goals, objectives, achievements, and infrastructure.
• Demonstrated experience providing 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.
• Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center, or other university organizations to its public.
• Excellent 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.
• Demonstrated ability to work in diverse groups, including but not limited to students, staff, faculty, the general public, production personnel, technical operators, high-level donors/alumni, and performing artists.
• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
• Working knowledge of the Macintosh platform and Microsoft Word software.
• Working knowledge of Zoom.us.
• Experience dealing with VIPs.

Education/Training:

• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Working knowledge of FileMaker Pro and Adobe InDesign software.
• Basic video and web application skills.
• Working knowledge of Salesforce Marketing.
• Familiarity with and/or ability to learn campus policies and procedures.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's https://www.google.com/url?q=http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html&source=gmail&ust=1674324686328000&usg=AOvVaw2GpIWYW1GodaOMhx7gsK4r' href='https://apptrkr.com/get_redirect.php?id=4051967&targetURL=http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html' style='font-variant-ligatures:normal; text-align:start; white-space:pre-wrap; color:blue; text-decoration:underline' target='_blank'>Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $27.06 - $36.83.

• This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits.
• This position is non-exempt and paid bi-weekly.
• This is a hybrid position, eligible for 40% remote capability.

How to Apply

To apply, please submit your resume and cover letter.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

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, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.



For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=51099&PostingSeq=1









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