What are the responsibilities and job description for the EVC Office Events Manager - 115358 position at UC San Diego?
#115358 EVC Office Events Manager
Filing Deadline: Fri 4/8/2022For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 3/28/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 4/8/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
DESCRIPTION
Academic Affairs is the largest of the vice chancellor areas at UC San Diego. Led by the Executive Vice Chancellor (EVC), it is comprised of seven academic divisions and schools, seven undergraduate colleges, the University Libraries and the Division of Extended Studies. The vice chancellor area also includes academic support units, as well as the units under the purview of the Vice Chancellor Student Affairs and Vice Chancellor Equity, Diversity & Inclusion. Academic Affairs annually manages expenditures in excess of $1.5B, 4.0M ASF of space and employs over 13,500 academic, staff and research employees. The Office of the EVC is responsible for policy and procedure communication and implementation, resource administration, training and guidance, and program development for administrators, faculty, and staff within the EVC areas.
Under general direction of the Deputy Chief of Staff and leadership of the Executive Vice Chancellor's Office, the incumbent is responsible for all aspects of special program and event coordination (virtual, hybrid and in-person) within the Office(s) of the Executive Vice Chancellor.
Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of events ranging from small receptions and meetings, to moderately complex and / or medium-size events (virtual, hybrid and in-person). Implements the vision of leadership and unit heads with regard to the design, planning, development and management of events, which may include but are not limited to large meetings, staff recognition events, symposia, conferences, lectures, town hall style meetings, banquets, VIP briefings, open houses, workshops, and public and/or invite-only receptions. Ensures that all events and meetings comply with University policy and industry best practices, support the University's strategic goals and objectives, and reflect the high standards of the University. Maintains knowledge of advancements in virtual event technology and platforms to support multiple formats for events and activities.
Responsibilities include event design, development, planning, event logistics; training and assignment of duties; facilitation of event contract negotiations; creation and management of event budgets; coordination and collaboration of publications and informational mailings; establishing and achieving event goals; event assessment and debrief with all applicable committees/organizations/stakeholders; and the coordination of communication to participants. For virtual and hybrid events, leads technical teams, develops and leads rehearsal sessions and advises in logistical communications.
Serves as department lead and primary point of contact for event planning and logistics for campus-wide signature events and associated planning committees in which the EVC Office is involved, which may include Convocation, Commencement, Homecoming, Triton Day, and Transfer Triton Day in addition to ad hoc needs. Requires cultivating and maintaining partnerships with a variety of campus departments and internal and external stakeholders.
Assists with project management and/or program coordination in support of EVC Office and campus initiatives.
Occasional evenings and weekends will be required.
At this time a hybrid (Campus/remote) and/or flexible schedule is available and to be re-evaluated quarterly. However, this position must be available to manage in-person events on site as needed.
- Please submit a cover letter for a complete application.
QUALIFICATIONS
Extensive knowledge of best practices for and experience with virtual and hybrid event production. Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Knowledge of and experience employing virtual event technology and registration platforms.
Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
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 for fundraising events. Skills to provide excellent donor stewardship.
Knowledge of and experience using live stream options and audience interaction tools for virtual and hybrid events. Knowledge of and experience utilizing virtual ADA resources such as closed captioning, ASL, and audio translation.
Data analysis skills and experience working with clients to establish metrics for event success and post-event strategy.
Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
Highly developed judgment, decision-making and problem recognition / avoidance / resolution skills, including skill in determining those issues / problems that need to be brought to management's attention.
Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings.
Skill in effectively meeting budget and time constraints.
SPECIAL CONDITIONS
Job offer is contingent upon satisfactory clearance based on Background Check results.
Mandated reporter under the Child Abuse and Neglect Reporting Act (CANRA), as events and outreach activities may include interaction with minors.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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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