Job Requisition Number: 24611. The division of Student Affair’s Residential and Student Service Programs (RSSP) supports the University’s mission by providing its students with a comprehensive residential student life experience. Events and Conference Services is one of several revenue generating bodies within the RSSP cluster. Its primary objective is to support and enhance the education, research, and public service mission of the University by providing services and facilities in the planning, coordination, and execution of conference programs and catering events.
During the summer months when the residence halls are vacant, Events & Conference Services is responsible for selling the five residential units (approximately 6,200 bed spaces for conferences). These residential units provide affordable accommodations, dining services, catering services, meeting space and computer labs to conference groups. In addition, Events & Conference Services is responsible for coordinating conference activities and billing for services provided. Annual gross income from these activities was approximately $8.7 million dollars in the summer of 2017, and is expected to grow to approximately $9 million dollars in the summer of 2018. Net income (approximately $200+ per bed space) is used to offset student room and board rates and to finance new housing facilities and renovations.
In addition to summer conferences, Events and Conference Services is also responsible for selling events and catering services throughout the year to internal and external clients. This includes coordinating catering services, meeting spaces, audio-visual, parking, etc. The annual events and catering revenue is approximately $3 million.
The purpose of the Events & Conference Coordinator position is to sell, coordinate and manage catering, events, and conference programs that utilize campus meeting spaces, catering services, and residential facilities during the summer. This position is one of three coordinators responsible for selling accommodations for the summer period. The Events & Conference Coordinator position works closely with managers in catering, housing facilities, Cal Dining, IT and other departmental units to provide the required elements for conference programs. In addition, the position interfaces with campus departments such as Parking Services, Extension Media Services, Cal Performances and Recreation Sports to obtain services such as AV equipment, sports fields, etc for conference programs.
Conference, Catering, & Event Coordination
•Plans, organizes, manages, handles negotiations, and implements complex and/or high visibility groups and events. •Consults with clients to determine and analyze event requirements on all details regarding conferences, catering, events and event planning. Identifies program requirements and budget parameters for each group. •Interprets operational standards. Conducts comprehensive event planning for complex events, including but not limited to conception, design, development, coordination, implementation, and post-event evaluation. •Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen. •Demonstrates good judgment in making decisions and managing events. Conducts research on history of each group. •Develops housing and dining service projections for each group and prepares appropriate documentation utilizing event planning and booking software. •Negotiates contractual agreement for facilities and services for each conference and writes agenda to agreements. •Provides recommendation of allocation and reallocation of facilities and services to maximize conference and event yields. •Prepares detailed specifications for housing, dining, catering, and meeting arrangements for each assigned group. •Exercises decision-making and signature authority for use of alcoholic beverages on University property. •Provides and directs departmental and University managers with program requirements. •Oversees the implementation of each program and event. •Exercises decision-making with on-site problems. •Prepares, reviews, and approves final group billings. •Evaluates completed programs and compiles summary reports for business booked. •Reviews operational policies and procedures and make recommendations to Director. •Proposes catering, room and board rates, service package rates by analyzing economic trends and comparable facilities. •Contributes to and participates in long-range unit planning. •Mentors and oversees the work of less experienced events staff. •Prepares room assignments, diagrams, housing lists for groups as needed. •May assist in assigning guest to rooms and meeting space
Sales & Marketing: •Achieves annual sales and specific revenue goals. Actively pursues sales leads. •Participates in development of annual marketing plans and develops specific marketing strategies for assigned market segments. •Scouts potential locations and/or vendors for future events. Plans, organizes and identifies real and potential event locations. •Prepares proposals designed to meet Conference, Catering and or Event bid specification. Conducts site inspections and entertains clients. Advises and directs clients in menu and special event planning. •Provides recommendations with formulation and writing copy for marketing and promotional brochures. Develops marketing material to target distinct market segment groups. •Strives to improve guest services and recommends improvements or alternatives to services and or standards.
Community Relations: •Develops and maintains collaborative and cooperative working relationships with appropriate campus units including but not limited to; Admissions, Associated Student Union, Cal Performances, Media Center, Parking and Transportation, U.C. Police Department, Rec. Sports, Intercollegiate Athletics, University Relations. Ensures that all pertinent campus and community constituencies are adequately consulted and informed of pending programs. •Intervenes to prevent problems between clients, campus partners and community suppliers. •Interprets and implements University policy for clients using campus facilities and services. •Acts as liaison with University Relations and Development Office on planning high profile and politically sensitive events. Facilities special handling of event requests from University administration. Attends trade shows and hosts client events to showcase facilities and services. •Articulates department’s objectives to the University and community. •Represents the department as necessary at University and community functions.•Minimum of 3 years of experience in event planning, hotel/catering sales knowledge (selling housing facilities and dining services), knowledge of alternative sales techniques, and writing proposals to meet bid specifications. •Thorough knowledge and understanding of concepts, principles, and practices of event planning and public relations, including event design, organization, and production. •Thorough knowledge of the campus, its vision, mission, programs, policies, achievements, and infrastructure. •Skill in effectively meeting budget and time constraints, with strong attention to detail. •Demonstrated organizational and project management skills to work successfully with a diverse group of clients and staff to produce high quality events that meet client needs and appropriately represent the campus. •Highly developed interpersonal communication skills including political acumen and social perceptiveness. •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. •Ability to effectively summarize information, develop reports, create information documents. •Strong organizational skills, ability to establish priorities, and work independently and as part of a team. •Demonstrated experience in establishing priorities, following plans, and completing goals/objectives in a timely manner. •Ability to adapt to a flexible, fast-paced and dynamic work environment. •Proficient in Microsoft Word, Excel, PowerPoint and Google Apps. •Excellent customer service skills •Bachelor’s degree in related area and/or equivalent experience/training
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