DESCRIPTION

The Events Specialist is responsible for planning, organizing, and advising on special events for University Centers and Student Life, primarily focusing in supporting events for the 600+ student organizations at UCSD. Those events include: trade shows, concerts, conferences, dances, symposiums, night markets, VIP events, etc.

Incumbent is responsible for arranging all the event requirements specified by parties utilizing the facilities, and for ensuring University Centers meets all the terms of each reservation contract. Responsibilities include meeting with facility users to ensure event details are collected and communicated to all appropriate University Centers and UC San Diego Departments.

Event Specialists ensure that event spaces are setup per specifications and as needed be on-site for events to ensure client needs are met. In addition, the Event Specialists manage accounts receivable, and track and report on event data and surveys to ensure first class service.

QUALIFICATIONS

• Bachelors' degree in related area and / or equivalent experience / training.

• Working knowledge and skill of operating computer software programs, including the Microsoft Office Suite (Word, Excel, Outlook), Venue Scheduling Software (EMS), Venue Diagram Software

• Working knowledge of concepts, principles and practices of event planning and production and public relations. Skill in coordinating all logistical aspects of large and small scale events for the UC San Diego community, including knowledge of budget development principles and skills as they apply to events.

• Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure. Knowledge of resources on campus and in the community; includes campus fire officials and their roles in conjunction with special events (Fire Marshal, Police, Special Events Parking, etc.)

• 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. Knowledge of crowd control safety and security and building code requirements related to public events in multi-functional space & venues.

• Knowledge, skills, and experience in the operation of a student union or multi-purpose facility, that include meeting, event, and student organization facilities. Includes experience interacting with operations, custodial, maintenance, event programming, event security staff, police and technical services staff.

• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support. Demonstrated experience in a customer service role and knowledge of the principles of excellent customer service.

• Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. Excellent written oral and written communication skills (including careful listening and reading of detailed information)

• Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling. Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines.

• Ability to work with, train, and motivate student part-time (student & temporary) employees.

SPECIAL CONDITIONS

• Must be able to work flexible hours including holidays and weekend, as needed.

• Must be able to occasionally lift, push, pull >25lbs in order to move tables, chairs and other event equipment as needed.

• Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporti