Senior Venue and Events Coordinator - 137439

Department Overview:

Join the Residential, Retail and Supply Chain Services (RRSS) team at UC San Diego, a dynamic and innovative campus department dedicated to delivering exceptional service to the university community. As a valued RRSS team member, you will be contributing to a broad and complex organization consisting of five key units: Housing, Dining and Hospitality (HDH), Integrated Procure-to-Pay Solutions (IPPS), the UC San Diego Bookstore, Triton Print & Digital Media, and the Early Childhood Education Center (ECEC). With a focus on innovation and customer satisfaction, RRSS aims to inclusively meet the diverse needs of the UC San Diego community while fostering a sense of belonging for our students and staff.

As a member of the HDH team, you will be part of a self-funded unit with over 900 staff employees, 1,000 student employees, and an annual operating budget of $250 million, providing housing and dining services to over 20,000 students, faculty, staff, and their families. At UC San Diego, we believe a job is more than just employment - it's a chance to be part of something meaningful. Along with competitive pay, we offer outstanding benefits, retirement plans, and a supportive environment that encourages both professional development and personal growth. Benefits begin on your first day! For Dining positions, we also provide a daily meal allowance.

POSITION OVERVIEW:

Reporting to the Sales Manager, Hospitality and Conference Services, incumbent uses skills as a seasoned, experienced event and sales professional. Incumbent oversees and manages a wide range of activities, including direct sales and the development and implementation of promotional strategies, materials, and products designed to increase awareness within the campus, the medical center community, and the general public. The incumbent possesses a comprehensive understanding of industry practices as well as campus and/or medical center policies and procedures and is capable of resolving a broad spectrum of issues.

The incumbent is independently responsible for the day-to-day management of the Theater District and Nuevo East Exchange Conference and Meeting facilities, including the Porton guest houses and Theater District guest suites. Additionally, the role involves managing assigned summer conferences and other events as tasked. Continually updates the program to remain in alignment with current trends in technology, customer service expectations and conference industry standards. Pursues new and innovative conference programs aligned with and support the current campus vision of being a student-centered, research-oriented, public University. The ensuring of outstanding customer service through the UC San Diego Principles of Community and the Balanced Scorecard concepts to over to more than 20,000 Guests annually.

Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of moderately complex and / or medium-size events.

• Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. Working knowledge of event and meeting planning. Proven experience of running events from scheduling to completion.

• Demonstrated knowledge, skill and ability with event management and scheduling systems(s) such as EMS. Knowledge and ability to pull a variety of inquires from scheduling systems to analyze program effectiveness. Ability to effectively direct staff in use of web-based systems.

• Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.

• Skill in effectively meeting budget and time constraints. Experience with event budget planning.

• 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. Skills to provide excellent donor stewardship. Demonstrated experience in planning and organizing large events, including major campus events such as conferences, rallies, graduations, career fairs, symposiums, and concerts.

• 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. Ability to engage and build effective relationships with stakeholders and committees. Ensures clear and continuous communication with all those involved.

• Proficient in Microsoft Suite (Excel, Word, PowerPoint), Google (Docs, Sheets, Slides, One Drive), Calendar management software (Gmail, Outlook). Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet required

• Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. Ability to organize and prioritize own workload as manage multiple competing priorities.

• Knowledge and skill to set and monitor work standards and protocols. Experience interacting with operations, custodial, maintenance, event programming, event security staff, police and technical services staff to operate a clean, safe, and comfortable facility.

• Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. Working knowledge of event management and supervision including crowd control, security, and responding to emergency situations.

• 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. Well-developed planning, risk and issue management and delivery skills and understanding the complex needs of different events, and diverse clients.

• Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Proven ability to perform independently with minimal direction in unstructured situations and apply creativity and originality in problem solving. Ability to produce quality work.

• 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.

• Ability to give clear directives and use independent, rational judgment to make optimal decisions. Ability to find imaginative and practical solutions and make well-considered decisions.

• Demonstrated ability to organize and maintain records of account receivables, including compiling data from invoices for accounting purposes, such as calculating rental and service fees. Ability to adhere to departmental policy and UC standards.

• Work Schedule: Mon-Fri, 8:00 am - 4:30 pm. Flexible hours, including evenings and weekends are frequently required. Occasional evenings, weekends, and holidays may be required.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• 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 Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

• This is a UC San Diego Internal Recruitment open to UC San Diego Employees Only.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.