Job Requisition Number: 25455. The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 230 regular faculty members and 5,000 students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. The College Relations office supports the College’s core projects and programs through marketing, communications, and fundraising efforts designed to reach over 60,000 alumni, friends, students, foundations, and corporate partners. The College consistently raises approximately $50 million each year in private gifts from individuals, corporations, and foundations.
Taking direction from the Director, Events & Programs, the Events Assistant supports the execution of the College of Engineering’s annual events and related programs in the following ways: develops, delivers, and organizes fundraising and constituent relations events and programs; communicates with donors and prospective donors, students, alumni, and parents/family of students; develops written reports and other materials; and ensures timely and accurate processing and customer service.
85% Provide coordinating and administrative functions to support College events and programs: •Execute all steps related to planning events from conception to finish and any necessary related follow-up tasks; steps can range from reserving venues, dealing with vendors and caterers, developing marketing content. •Vendor management and administrative functions: process invoices, inventory and purchase necessary supplies, reserve and pay vendors, etc. •Arrange event staffing needs by delegating and coordinating staff and student assistant schedules to ensure that events are well staffed. •Set up, staff, and break down events, delegating and coordinating with vendors as needed. This includes equipment set-up, registration area, and food/beverages service. Staff off-hour events as needed. •Setup and manage online registration, monitor and track rsvp’s and respond to guest inquiries.
Provide comparable support in the spring semester, focused on the College’s annual Commencement ceremonies, one for baccalaureates and one for master’s and doctoral degrees: •Registration database management: Hold primary oversight of the two commencement online registration databases, including comparing daily registrations against Cal Performances’ records of purchased tickets; checking for duplicate registrations, and resolving incorrect orders. •Ticket management and distribution: Serve as primary contact for registrants. Coordinate with Cal Performances and the College’s finance office as needed. Liaison with Cal Performances to ensure that ticket distribution complies with contract specifications. •Online registration form and web page: Manage and update external facing commencement web pages and necessary registration forms. Collect content and update posts on a regular basis. •Day-of-event materials/staffing: Oversee production of day-of-event materials, including staff assignments, seating maps, timeline, briefing, etc. •Manage data, draft content, and distribute commencement communications to staff, faculty, and students regarding registration, logistics, timing, and other details as necessary. •Manage and recruit various students to participate as members of the official party (i.e., student speaker, senior gift presentation, student singers, award winners), coordinates all necessary day-of-event communications. •Vendor management and administrative functions: process invoices, inventory and purchase necessary supplies, reserve and pay vendors, etc.
15% Special projects and other duties as assigned.•Working knowledge of concepts, principles, and practices of event planning and production and public relations. •Good organizational skills, including skill in effectively coordinating and organizing multiple details. •Good interpersonal communication skills and political acumen, including skill in effectively representing the campus to its publics. •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 pay strict attention to detail in a fast-paced environment. •Must have effective written and verbal communication skills. •Ability to work cooperatively in a diverse environment that includes faculty, staff, industrial executives, donors, and the general public. •Proficient in the use of Microsoft Office and common desktop web applications. •Ability to maintain confidentiality. •Valid California driver’s license. •Ability to lift 25–50 pounds. •Ability to work outside of regular work hours, including evenings and weekends as needed.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.