Events Manager (6292U), School of Public Health - 42964 About Berkeley
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Departmental Overview
Berkeley Public Health (BPH) aims to improve population health, especially for the most vulnerable, through interdisciplinary collaborations, preeminent education, and transformational research. Established in 1943, BPH is a professional school on the UC Berkeley campus that comprises six academic divisions and nearly 30 research centers and programs. Our department's values include social justice, health as a right, challenging conventional thought, embracing diversity, and creating meaningful impact. We honor our principles of community by centering and valuing everyone in our community; prioritizing prevention while remaining grounded in social justice; promoting safety and respect; practicing self-care and kindness; and remaining optimistic, hopeful, and committed to change. Learn more at publichealth.berkeley.edu Communications Team Overview The communications team is made up of a director of communications & marketing; a web manager; a social media manager; a creative lead for marketing, communication, and strategic initiatives; and an events manager. The team is responsible for both external and internal communications; managing the website and social media accounts; distributing a twice-monthly newsletter; admissions marketing; and supporting the development team, HR, Dean's office, and other teams within the school.
This work involves liaising with colleagues (both faculty and staff) across the School of Public Health. This individual assumes complete ownership for event execution, including planning and organizing, managing logistics such as facilities, tickets, audience management activities, concessionaires, caterers, and vendors, and interacts directly with speakers, guests, and maintenance staff/vendors alike. Manages events marketing and publicity and creates and distributes a monthly events newsletter. The Events Manager also manages reservations for multiple events spaces within the School and works with events managers at other schools and departments to manage the first-floor spaces in the Berkeley Way West building, where the School of Public Health Dean's Office is located. Uses skills as a seasoned, experienced professional, to provide comprehensive project management and production of events ranging from small (15 people) to large (commencement, with thousands of attendees and hundreds of graduates).
Application Review Date
The First Review Date for this job is: October 7, 2022
Responsibilities
Leads the planning, project management, and production of in-person and livestreamed events ranging in size from an audience of 100 to up to 9,000 to ensure smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
Events may include Dean's Speaker Series conversations, webinars, conferences, Cal Day lectures, fundraising events and receptions, and student events such as Spring Visit Day, Fellowship Reception, and commencement ceremonies.
Assumes responsibility for specific event tasks such as developing project schedule; managing publicity timelines; create risk assessment and mitigation plans; contracts vendors (catering, tech, event equipment and furniture, photographer, janitorial, parking); procures supplies; creates run of show; communicates with speakers/VIPS; identifies appropriate venues; contacting program participants gathering their biographies, photos, and presentation titles for event publicity and online titling; and determining parking/transportation details, catering needs, etc.
Event logistics can also include preparing budgets; coordinating staffing needs; making travel arrangements; preparing materials such including programs, timetables, signage, and other printed collateral; purchasing items for events such as catering, mementos, parking vouchers, and floral arrangements; and initiating contracts for catering, valet parking, venue, equipment, and tech services.
Contributes to and participates in long-range unit event planning.
Work with facilities and other staff in building to maintain room calendars; managing the Colloquia calendars in accordance with MOU; manage requests to use Terrace Garden during evening hours; monitor online reservation ticketing system and contribute to process improvement as necessary..
Maintain events calendar on School of Public Health website; promote and publicize events within the School; work to ensure events of divisions and groups associated with the School are included in calendar and communications; write and distribute monthly events newsletter.
Develops and implements event budgets, demonstrating good judgment in making decisions and managing events while ensuring that internal overall event services' unit costs do not exceed budgeted allocations.
Ensures that event-related expenses are processed in a timely fashion and according to campus policy.
Reconcile invoices and in the UC Berkeley BFS system.
Mentors and oversees the work of less experienced event staff/student staff.
Participate in workshops, trainings, and other professional development opportunities.
Other duties, as assigned.
Required Qualifications
Thorough knowledge and understanding of concepts, principles, and practices of event planning and public relations, including event design, organization, and production; possession of good judgment in making decisions and managing events.
Knowledge of virtual meeting technology, including Zoom, Facebook Live, and YouTube Live and knowledge of best practices for event and video accessibility.
Skill in effectively meeting budget and time constraints.
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.
Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
Skill at responding effectively to priorities and setting deadlines and proven ability to work on several tasks simultaneously.
Ability to effectively work with invited guests, donors, government officials, and university VIPs.
Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging, and ability to integrate core concepts of DEIB into everyday practice.
Education/Training:
Bachelor's degree in related area and / or equivalent experience / training.
Preferred Qualifications
Thorough knowledge of or the ability to learn the campus, its vision, mission, programs, policies, achievements, and infrastructure.
Salary & Benefits
This is a full-time (40 hours/week), career position, and eligible for full UC benefits.
This is an exempt, monthly paid position. The annual salary is commensurate with experience within the range of $78,000.00 - $84,000.00.
For information on the comprehensive benefits package offered by the University visit:
https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html