At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
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 10, 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.
Conference, Catering, & Event Coordination:
Plans, organizes and implements small events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP briefings.
Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, etc.
Consults with clients and internal partners 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 small and simple events, including but not limited to conception, design, development, coordination, implementation, and post-event evaluation.
Uses time management to coordinate and manage multiple events and conferences simultaneously.
Demonstrates good judgment in making decisions and managing events.
Conducts research on history of each group.
Assists with preparing proposals designed to meet conference/event bid specifications.
Assists with site visits, menu and special event planning.
Prepares and updates detailed specifications for housing, dining, catering, and meeting arrangements for each assigned group.
Prepares and distributes room assignments, diagrams, housing lists for groups as needed.
Creates, updates, and distributes proposals and BEOS in a timely manner.
Creates quotes based on preferences and/or budgets.
Secures all required contracts, invoices, proof of insurance, permits, and other necessary documentations.
Oversees the implementation of each assigned program and event.
Greets clients on-site, introduces clients to internal partners.
Be readily available to assist clients during events and conferences.
Prepares and reviews final group billings.
Evaluates completed programs and compiles summary reports for business booked.
Follows up, gathers, and organizes detailed recaps and feedback following each event and/or conference.
Working collaboratively with internal partners, develops event specific organizational tools such as timelines, contact lists, on-site deliverable schedules, etc.
Maintains accurate and up-to-date records and files for all events, conferences, and projects.
Assists Events/Sales Coordinators in administrative duties such as scheduling, answering phone calls, etc.
Sales & Marketing:
Achieves annual sales and specific revenue goals.
Actively pursues and follows up with sales leads.
Participates and contributes in development of annual marketing plans, including being assigned responsibility for a specific task or strategy such as trade shows participations, cold calls, or client visits, etc.
Scouts potential locations and/or vendors for future events.
Gathers and organizes support documents such as diagrams, photographs, permits, etc. for events.
Assists with developing marketing material to target distinct market segment groups.
Maintains and updates marketing collaterals, such as menu templates, brochures, websites, photographs, etc.
Works collaboratively with teammates and internal partners to create and market new events.
Works with internal partners to conduct regular outreach with local companies and other vendors to set up promotions and packages that will drive incremental revenue.
Strives to improve guest services and recommends improvements or alternatives to services and/or standards.
Develops and maintains collaborate and cooperative working relationships with appropriate campus units including but not limited to:
Admissions, Associated Student Union, Cal Performances, Media Center, Parking & Transportation, UC Police Department, Rec. Sports, Intercollegiate Athletics, UDAR.
Ensures that all pertinent campus and community constituencies are adequately consulted and informed of pending programs.
Establishes and maintains positive relations with customers.
Interacts enthusiastically and pleasantly with customers, co-workers, and partners to ensure a positive interaction and outcome in every interaction.
Responsible for practicing good stewardship with university and customer resources.
Interprets and implements University policy for clients using campus facilities and services.
Articulates department's objectives to the University and community.
Represents the department as necessary at University and community functions.
Assists internal partners as needed.
Perform other duties and responsibilities as assigned.
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.
Working knowledge of concepts, principles and practices of event planning and production and public relations.
Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure, or ability to learn.
Working organizational skills, including skill in effectively coordinating and organizing multiple details.
Good interpersonal communication skills and political acumen.
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.
Good organizational skills, ability to establish priorities, and work independently and as part of a team.
Ability to effectively summarize information, develop reports, and create informational documents.
Ability to adapt to a flexible, fast-paced, and dynamic work environment.
Proficient in Microsoft Office suite, Google suite, room diagram software, event/conference management software.
Strong customer service skills.
Excellent interpersonal and communications skills.
Strong writing/editing skills.
Strong computer skills.
Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $24.14 - $25.76
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.