Location: Scotts Valley
Job ID: 45539
JOB POSTING
NOTIFICATIONS
Special requirements - For full consideration, applicants will be asked to provide a diversity statement (What is your experience working to advance Diversity, Equity, and Inclusion?).
Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.
Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.
INITIAL REVIEW DATE (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The IRD for this job is: 12-12-2022
ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
DEPARTMENT OVERVIEW
University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.
We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.
The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.
We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.
JOB SUMMARY
The University Relations Events Office, Event Coordinator coordinates and assists with event program management within the division and provides overall department administrative and fiscal oversight for all assigned events and projects.
This position is independently responsible for divisional and campus events, as well as other strategic campus-wide events involving senior officers, system-wide leadership, elected officials, donors, alumni, and friends of the University.
The Event Coordinator works closely with campus partners and divisional leadership to execute critically important, high-profile development and engagement events, overseeing all aspects of these events. Additionally, this position assists in planning, organizing, and implementing events and functions, which may include symposiums, conferences, dinners, panel discussions, and receptions.
APPOINTMENT INFORMATION
Salary Information: Minimum Starting Salary: $30.65/hour. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment
Job End Date: None
Work Location: Scotts Valley
Union Representation: Non-Represented
Job Code Classification: 006291 (EVENTS SPEC 2)
Travel: Never or Rarely
JOB DUTIES
50% - Event Coordination

• Plans, coordinates, and implements the programmatic and logistical arrangements for University events on and off campus.
• Assists other Events Coordinators and Senior Director with events support including programmatic content and structure, speakers, topics, schedules, etc.
• Works with sponsoring units to determine production location, layout, schedule, and general needs for the event.
• Plans, orders, and coordinates the acquisition of equipment and services required, including tables, chairs, podiums, audio-visual equipment, tents, canopies, catering, signs, custodial and security services, parking and transportation, etc.
• May coordinate invitation production and e-invites, mailing, program production, ticketing, and promotion.
• For campus-wide events, acts as liaison with campus partners to coordinate individual programming schedules, equipment needs, staffing levels, etc.
• Determines staffing support needed for the event and works with sponsoring units to assign and supervise student and staff assistants.
• Coordinates the implementation of all logistics on-site during the event.
• Tracks expenses and creates final fiscal reports for events.
• Assists the UEO Director and sponsoring unit in evaluating the success of the event and documents event plans and outcomes.
• Assist in communication with Marketing & Communications to produce invitations and related printed materials such as flyers, nametags, posters, and advertisements.
• Assist the Senior Director and colleagues with drafts and distribution of completed scenario packets consisting of scripts, schedules, and guest lists with background data as required for assigned events.
• Prepare name tags, place cards, and request biographical background data for briefing packet development as assigned.
• Complete and forward all attendee lists for appropriate tracking and stewardship.

25% - Database Management

• Provide database support to event managers; monitor responses (RSVPs), prepare up-to-date attendee lists and maintain daily guest response count via entry to the ADFS system.
• Work with UR Events & Application Specialist to coordinate the building of iModule's Registration pages to support events and data entry of large population events.
• Coordinate seating assignment process for large dining events.

25% - Fiscal Control

• Creates tracking systems and processes required forms to maintain fiscal control on event management accounts.
• Initiates purchases of supplies and equipment, Entertainment Request Forms, Pre-Approval processes, recharges from other departments, travel vouchers, honoraria payments, and miscellaneous reimbursements. Works within policy related to alcohol purchase.
• Ensure that all account transactions conform to University rules and regulations.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Demonstrated experience in event management.
• Demonstrated organizational skills to manage a large number of details within multiple projects under firm schedules and deadlines.
• Demonstrated ability to plan logistical layouts and signage to inform and move people effectively.
• Ability to use computers for data management, word processing, financial analysis and basic graphic design.
• Ability to develop and maintain event budgets and to track expenses and income within complex accounting systems.
• Strong interpersonal skills to establish and maintain cooperative working relationships with a wide range of University staff, faculty and students, vendors, contractors, and other professional colleagues.
• Ability to train and advise others effectively on procedures and practices related to event management.
• Ability to learn and appropriately apply a wide range of policies and procedures to individual circumstances.
• Supervisory ability to train, motivate and evaluate student and volunteer staff.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule including evenings and weekends.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The selected candidate will be subject to the annual financial disclosure requirements of the California Political Reform Act of 1974.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.
EEO/AA
The University of California is an Equal Employment 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=45539&PostingSeq=1
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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