Associate Director of Commencement, Student Ceremonies, and Engagement
Location: Scotts Valley Job ID: 21181
Initial Review Date (IRD) UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The Initial Review Date (IRD) for this job is: 08-16-2021
Dept Marketing Statement University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.
We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.
The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.
We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.
Manage and administer all aspects of Commencement, Student Ceremonies, and Engagement on behalf of University Relations and campus. Provide leadership, professional expertise, and direction in the planning and execution of campus events and functions, identify and facilitate discussion and decisions about issues affecting events, and ensure that Chancellor, UR division, and/or campus-wide priorities are reflected.
Pay, Benefits, & Work Schedule Salary Information: $75,000/annually. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information: Full-time, Fixed Percentage of Time: 100% Average Hours Per Week: 40 Days of the Week: Mon-Fri Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: Scotts Valley
Union Representation: None
Job Code Classification: 006292 (EVENTS SPEC 3)
Job Duties 50% - Commencement Coordination
In collaboration with the Senior Director of University Events, serves as commencement lead, managing centralized planning and implementing campus-wide commencement activities. This includes working with campus leaders and partners, vendors, vendor deliveries, reviewing and negotiating contracts, coordinating all aspects of setup and break down of commencement operations, hiring and supervising student staff, submission of work orders, etc.
Working with University Relations colleagues, promotes the university brand and messaging through the creation and management of commencement communications including but not limited to web content, print materials, signage, general email account, and campus-wide messaging.
Develops and manages centralized commencement registration process and platform.
Serves as the primary manager of all aspects of ticketing.
Practices political acumen in the service of building effective working relationships and consensus among primary campus stakeholders including but not limited to Deans, college programs coordinators, ethnic resource center directors, and departmental coordinators.
Develops and maintains complex or sensitive relationships with internal stakeholders and external organizations critical to program success, including academic departments, TAPS, UC Police, vendors, and community partners.
Works with various campus and external partners to gather and analyze data around highly visible initiatives, programs, and events. Synthesizes collected data and the needs of all stakeholders in order to implement decisions around commencement programs and initiatives.
Analyzes current legal and contractual issues as they relate to risk and liability for the University with regard to commencement, consulting with campus counsel when needed.
25% - Student Ceremonies and Engagement-Event Coordination
Serves as principal coordinator for Welcome Student Convocation hosted by Chancellor, Student Philanthropy programs, and other high-level campus events with a student focus. Examples include Chancellors Student Awards, Martin Luther King Jr. Convocation student component, and any other Student related programming generated from University Relations and the Chancellor's Office.
Directs the activities of project teams to ensure that events progress on schedule and
within budget. Prepares event status reports and keeps leadership, colleagues, and others informed of project status and related issues.
Continues to develop and build upon existing meeting and event service standards and policies. Identifies and implements best practices around event development in order to increase efficiency, improve collaboration, and produce high-impact events.
15% - Special Projects for University Relations
Provides support to the Vice-Chancellor, Operations, and Senior Director on special projects, within the University Relations Division.
Participates in department and/or campus-wide committees and activities as assigned.
Represents the department and/or unit on campus, in the community, and in appropriate professional organizations.
10% - Annual Fund/Giving Day
This person works with campus partners on annual giving plans and supports other digital fundraising activities including Giving Day. Engagement of student project teams who are fundraising for their projects within a 24hr period. Work closely with team members leading up to Giving Day, supporting the crowdfunding platform.
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Skill in effectively meeting budget and time constraints.
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.
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.
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 principles and practices of volunteer recruitment, supervision, motivation and evaluation.
Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines.
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.
Ability to effectively work with invited guests, donors, government officials and university VIPs.
Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings.
Ability to give clear directives and use independent, rational judgment to make optimal decisions.
Knowledge and skill to set and monitor work standards and protocols.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
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, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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