Assistant Director - Events & Conferences Sales (6293U) - 5128
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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.
Application Review Date
The First Review Date for this job is: February 5, 2020
Events & Conferences is one of several revenue generating bodies within the RSSP cluster of the Division of Student Affairs.
During the summer months when the housing facilities are vacant, this unit is responsible for filling the beds in the residential units (approximately 6,800 bed spaces) with a variety of programs, events and meetings to utilize the space/services as well as generate revenue that assists with the overall financial well-being of the department. The sales team operates as a one stop shop for guests by selling affordable accommodations, dining services, catering services, meeting space and computer labs to groups. In addition, this unit is responsible for coordinating conference activities and billing for all services provided.
Year-round, Events & Conferences is responsible for selling various catering services to the campus and external clients. This unit is also responsible for selling venue spaces at Clark Kerr Conference Center and California Memorial Stadium, as well as coordinating event logistics such as audio-visual, parking, rentals, etc.
Annual gross income from these activities is approximately $15M, with much of the revenue being used to offset academic year student room/board rates and help put funding towards facility improvements.
Actively solicits new business and participates in the marketing endeavors of the unit:
Achieves annual sales and specific revenue goals.
Works with Director to develop Events & Conferences' annual marketing plan.
Develops specific marketing strategies for assigned market segments.
Creates and implements sales and promotional activities for new and repeat clients.
Pursues sales leads.
Devises methods for tracking sales leads.
Maintains a system of business referrals with University departments and local community.
Creates, develops, produces, and coordinates events such as open houses, systemwide conferences, tradeshows, and tastings to promote awareness of the unit's services.
Writes proposals designed to meet conference bid specifications.
Organizes and makes oral presentations to clients.
Conducts site inspections and entertains clients.
Formulates and writes copy for brochures.
Approves all promotional and brochure copy written by clients.
Consults on client marketing plans for each program.
Advises and directs clients in menu and special event planning.
Evaluates guest service scores and recommends improvement ideas.
Plans, organizes and manages more complex and/or high-profile conference programs, catering functions, and events.
Conducts research on history of each group.
Meets with clients and analyzes program and/or event requirements.
Interprets operational standards.
Establishes budget parameters for each group.
Develops housing and dining services, catering, and venue space rental income projections for each group.
Negotiates contractual agreement for facilities and services for each conference and event and writes addenda to agreements.
Maximizes conference yields by allocation and reallocation of facilities and services.
Prepares detailed specifications for the housing, dining, catering, parking, AV, venue, and rental arrangements for each conference and event.
Exercises decision-making and signature authority for use of alcoholic beverages on University property.
Directs departmental and University managers on program requirements.
Oversees the implementation of each program and event.
Exercises decision-making with on-site problems.
Approves final group billings.
Evaluates completed programs.
Compiles summary reports for business booked and statistical analysis of completed programs for calendar and fiscal periods.
Directs multiple service contractors and subcontractors.:
Articulates Events & Conferences' objectives to the University and community.
Develops and maintains cooperative working relationships with appropriate campus units including Admission and Records, Martin Luther King. Jr. Student Union, Cal Performances, Materiel Management, Media Services, Parking Services, Police Department, Public Information, and Recreational Sports.
Plans and controls provision of services to clients by campus units.
Intervenes to prevent problems between clients, campus units and community suppliers.
Interprets and implements University policy for clients using campus facilities and services.
Ensures that all pertinent campus and community constituencies are adequately consulted and informed of pending programs.
Provides departmental and University exposure at system wide meetings and to regional and national organizations supporting conference activities.
Represents the department as necessary at University and community functions.
Facilitates special handling of University administrative requests for conference planning and services in a sensitive and diplomatic manner.
Collaborates and debriefs with Housing Facilities, Dining, SAIT, Maintenance, and other campus partners to ensure successful and smooth summer conference operations.
Collaborates with campus departments (e.g. Athletics, ETS, P&T, UCPD, Risk Services, BCBP, etc.) to ensure smooth operations of catering and year round events.
Financial and budget responsibilities:
Manages area budget.
Reviews variance reports.
Ensures billing for designated groups is accurate.
Develops annual revenue targets in concert with Director.
Produces annual conference income projections in concert with Director.
Completes annual income summary.
Completes annual income reports for UC System wide Conference Services Meeting.
Will lead a team of Events Specialist professionals, and mentor and/or manage less experienced events staff:
Assigns conference and catering/event inquiries to Sales Coordinators by group type, market segment, and group complexity, while balancing staff workload.
Checks status of sales leads.
Establishes and monitors sales activities for each Sales Coordinator.
Mentors and oversees the daily work of each Sales Coordinator.
Trains staff and counsels as appropriate.
Ensures contracts, BEOs, CFS, diagrams, etc. are completed on time.
Other duties as assigned.
Provides health and safety training, guidance on safe work practices, provides proper equipment, observes work practices and correct methods and investigates accidents.
Works in a safe and responsible manner while not putting self or others at risk. This includes complying with applicable policies and regulations; using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions.
Advanced knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and production of complex events.
Advanced knowledge of the campus, including its vision, mission, goals, objectives, achievements and infrastructure, or the ability to learn.
Advanced long-range planning, project management and organizational skills.
Highly developed political acumen skills and social perceptiveness to successfully meet the needs of guests and ensure guest satisfaction; that is, for fundraising events, skill in effectively providing donor stewardship.
Advanced judgment, decision-making and problem recognition/avoidance/resolution skills.
Advanced skill in meeting goals and objectives within budget and time constraints.
Organizational and analytical problem-solving skills to develop solutions to group service requirements and to prioritize work when the workload is at its heaviest.
Demonstrated understanding of customer service and effective delivery.
Solid interpersonal communications skills to build and foster a collaborative and cooperative work environment and build and maintain good working relations at all organizational levels and with outside constituencies.
Leadership abilities, including skills to lead, mentor, counsel and motivate staff.
Budget and revenue forecasting experience
Proficiency in Microsoft Word, Excel, PowerPoint, Visio, Internet conference and catering/events management software.
Ability to anticipate deadlines, adjust priorities, complete multiple competing tasks and meet deadlines with a high degree of accuracy.
Excellent oral and written communications skills, including the ability to be tactful and maintain professional standards of conduct under sometimes stressful situations, and the ability to interact with a diverse population including, senior administration, managers, subordinates, peers, vendors, clients and guests.
Ability to effect immediate decisions in a variety of complex and politically sensitive conditions
Proven ability to discover and maintain new revenue streams.
Strong skills in long and short term strategic thinking.
Experience in successfully leading a sales team that works cohesively to generate revenue.
Experience in conceptualizing, planning, coordinating and evaluating conference programs, services, and events.
Strong writing/editing skills.
Ability to negotiate and compromise.
Bachelor's degree in related area and/or equivalent experience/training.
Working experience in Hotel / Conference and/or Catering / Events Sales management.
Experience in marketing and trade shows.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $75,400.00 - $90,000.00.
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
A valid driver's license and DMV check for driving record is required.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
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.