Homecoming Event Assistant (6291U), University Development & Alumni Relations - 33491 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 .
Departmental Overview
University Development and Alumni Relations (UDAR) strengthens Berkeley's excellence through engagement with alumni, parents, undergraduate and graduate students, and friends of the University, raising public awareness about Berkeley and increasing private philanthropy. UDAR provides overall direction for the campus' philanthropic advancement strategies and works to strengthen unit development in partnership with campus fundraisers. The Division handles a range of central activities and services encompassing communications, stewardship, prospect development, gift management, and more.
A full-service professional team, External Relations and Marketing Communications in UDAR delivers donor-centered and integrated editorial, design, digital, event, and logistical solutions to inspire philanthropy and engage UC Berkeley donors, alumni, parents, and students.
External Relations serves and engages the university's external and internal constituencies through programs, events, awards, and services. They also advise the university community on all matters of protocol, including visits by high-ranking government officials, the UC Office of the President, Regents, and other dignitaries.
Marketing Communications produces digital, multimedia, print donor materials; creates strategies for external-facing marketing and communications, media, and social media; develops fundraising messaging, talking points, slide decks; write proposals, concept proposals, gift acknowledgments, direct mail; and creates flexible campaign brand identity and language resources to build custom pieces.
Application Review Date
The First Review Date for this job is: April 21, 2022.
Responsibilities
Logistical Event Support
Plan, organize, and implement small events or portions of larger events for Alumni and Parents Weekend at Homecoming such as lectures, program events, and banquets. Coordinate details of events with campus and alumni partners. Participate in planning, organizing, and staffing larger or more complex events, including responsibility for a specific event component such as parking/transportation, catering, permit requests, ordering audiovisual, facilities, or moving services, etcetera. Set up and update Homecoming mobile app. Maintain and organize Homecoming supplies and inventory. Work with on- and off-campus partners to secure discounts for Homecoming registrants. Assist the Directors on all Homecoming issues and provide backup support to the unit. Perform other duties as assigned.
Customer Service and Data Management
Collaborate with event assistants to maintain online database tracking Homecoming registrations to ensure complete, accurate registration data. Create and distribute internal and external reports. Receive, coordinate, and process telephone, email, and written responses and inquiries. Create templates and send scheduled and ad-hoc bulk emails to registrants. Submit updates for the Homecoming website. Create and produce name tags, place cards, and signs. Maintain records, correspondence, and statistics on Homecoming events. Work with UDAR partners to provide reports and updates. Work with UDAR partners to create annual post-event survey and analysis.
Manage and direct Homecoming support staff in conjunction with directors and event assistants.
Event Management
Manage small, non-complex events. Serve as staff host at selected events planned by the unit, greet guests, and troubleshoot throughout the event.
Financial - Recordkeeping and Budget Maintenance
Update and maintain Homecoming budget sheet. Track and produce weekly financial reports for income, donations, and expenses. Place orders with campus and outside vendors.
Clerical
Provide clerical support such as recordkeeping, copying, and filing. Run errands on and off campus.
Required Qualifications
Working knowledge of concepts, principles, and practices of event planning and production, development, and alumni relations.
Strong knowledge of and/or ability to learn the campus, its mission, goals, culture, history, achievements, policies, and infrastructure.
Strong organizational skills, including skill in effectively coordinating and organizing multiple details for concurrent events and priorities.
Strong interpersonal communication skills and political acumen, including skill in effectively representing the campus to donors, alumni, parents, students, vendors, and general public.
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.
Ability to work in diverse groups, including but not limited to staff, faculty, students, alumni, parents, donors, general public, production personnel, technical operators, and vendors.
Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
Strong knowledge of Google Workspace, Microsoft Office Suite software, and Macintosh platform.
Working knowledge of and/or ability to learn Zoom.us.
Working knowledge of web applications and platforms such as online registration, web forms, website content management systems, and app building.
Familiarity with or ability to learn campus policies and procedures.
Education
Bachelor's degree and/or equivalent training or experience.
Preferred Qualifications
Working knowledge of and/or ability to learn Adobe InDesign software.
Working knowledge of and/or ability to learn FileMaker Pro.
Experience dealing with VIPs.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $27.00 - $30.52. For information on the comprehensive benefits package offered by the University visit:
https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html