Events Specialist 3 Job Listing at University of California in Davis, CA (Job ID 68015)

Description

Job Description

Department Summary:

The University of California's Division of Agriculture and Natural Resources (UC ANR) is a statewide organization that includes Cooperative Extension (UCCE) and UC's Agricultural Experiment Station (AES). 

UCCE is a statewide network of academics and programs, with offices/facilities located in most every California county, on multiple UC campuses, and at nine UC ANR Research and Extension Centers across the state. UCCE personnel engage with their local communities to solve problems, shape public policy, and strengthen community and environmental sustainability. Through classes, field days, workshops, and other types of extension, UC ANR delivers science-based information to address California's most pressing challenges. AES is comprised of faculty/academics, facilities, and programs housed at five Colleges and at the School of Veterinary Medicine on five UC campuses (Berkeley, Davis, Merced, Santa Cruz, and Riverside). 

UC ANR's event management team – the Program Support Unit (PSU) – was created in January 2010 to support UC ANR academics, staff, and programs by producing exceptional events on their behalf. Demand for PSU services has grown significantly since inception and the unit has recently been restructured into two sub-units to better serve UC ANR's diverse needs: 1) External & Executive Events, and 2) Internal Research, Extension & Programmatic Events. Each sub-unit is led by a separate director. 

PSU collectively coordinates approximately 200 in-person and virtual meetings, events, tours, symposia, workshops, and conferences each year for academic and administrative units across the UC ANR statewide system. This team handles every aspect of event planning, including registration, marketing, site contracts and logistics, catering, equipment, budgets, travel arrangements, and more. 

The PSU team is integral to UC ANR's mission delivery and is a highly sought-after service partner. PSU has received some of UC ANR's highest client satisfaction scores over the past two years and is an integral part of UC ANR's mission delivery.

Position Summary:

Under supervision of the Internal Research, Extension & Programmatic Events Director, this position will function as an integral part of a fast-paced team. The incumbent will be expected to independently plan, organize, and implement meetings, events, symposia, workshops, conferences, etc. for UC ANR programs, staff, and academics. This includes planning and coordinating all communication, financial and logistical aspects of the event. The incumbent will also help facilitate the smooth functioning of the unit and ensure that all relevant University policies and regulations are followed.

This position is a career appointment that is 100% fixed.

Pay Scale: $64,300.00/year to $89,300.00/year

Job Posting Close Date: 
This job is open until filled. The first application review date will be 05/10/2024.

Key Responsibilities:

55%

Events Management

• Works with event sponsors and PSU team members to plan and manage events that may be local, regional, statewide, or national in focus.
• For assigned events, independently oversees the planning, preparation, and execution of event activities including but not limited to registration, event marketing, logistics, facilities and technology management, ticketing, lodging, participant travel and activities, concessionaires, caterers, vendors, etc.
• Consults with clients and makes recommendations on event/program design.
• Provides research and data collection from various sources on events-related materials.
• Collects and analyzes information on size, scope and needs of an event to identify and propose appropriate venue and support services.
• Negotiates with vendors to ensure that priorities are met.
• Attends and acts as the on-site liaison to ensure that contracts are correctly fulfilled. 
• Provides consultation, assistance with, and timely resolution of issues that arise before or during an event using tact, sensitivity, discretion, and political acumen. 
• Following an event, debriefs and reviews the event's success in achieving its goals. Seeks feedback to evaluate strengths and weaknesses. 
• Makes recommendations for future team, process, or event improvements, and cost efficiencies.
• Develops and maintains a detailed event workplan/summary and shares with clients as requested
• Determines staffing needs for assigned events and oversees the work of assigned less experienced events staff.

25%

Events Communication & Marketing

• Serves as primary point of contact for assigned events. 
• Manages all communications and marketing, data collection, and material development for participants, speakers, sponsors, and exhibitors.
• Creates event websites to effectively communicate goals and event details to broad internal and external audiences.
• Sets and communicates deadlines in coordination with event sponsors.
• Manages the events registration process and design, including all necessary participant and sponsor communications.
• Develops and/or coordinates all materials needed to ensure a high quality and effective event, including but not limited to: agendas, handouts, nametags, directional signage, etc.
• Prepares and compiles background materials, designs survey tools, and assists with the preparation of events status reports.
• Utilizes events management software and databases for tracking event data such as registration, presentations, sponsorships, 
• Develops and utilizes related online surveys.

15%

Events Budgeting

• Consults with clients on programmatic objectives and priorities to develop and implement event budgets.
• Develops projections and recommendations for budget allocations including setting of registration fees
• Provides periodic budget-to-actual reports as requested.
• Makes cost-saving recommendations to sponsor without comprising quality.
• Reviews financial reports. Translates financial data into a summary report.
• Creates and submits expense reports in accordance with UC ANR policies and protocols.
• Reviews and approves participant travel expenses in accordance with UC ANR travel policies.

5%

Other

• Miscellaneous events/program support projects as assigned.

Requirements:

• Bachelor's degree in related area and/ or equivalent experience/ training.
• At least 4 years of experience in a related role
• Experience planning and successfully implementing events with national, statewide, or regional focus plus thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
• Demonstrated success working independently, setting and monitoring work standards and protocols.
• Skills to collect and analyze data on event requirements and make recommendations or propose solutions to meet event sponsors' objectives within a given budget, time frame or UC policy restriction.
• Skills to develop budgets, analyze allocation of event resources, develop projections and recommendations for budget allocations including setting registration fees.
• Skills and experience working with and effectively coordinating and communicating business and finance policies and procedures.
• Ability to read and understand contract terms to ensure that event requirements are accurately reflected in an agreement.
• Highly developed interpersonal skills including political acumen and social perceptiveness.
• Excellent verbal and written communications skills; ability to articulate ideas, thoughts, and information in a logical manner and sequence. Ability to summarize issues clearly and succinctly with a wide variety of high- level UC leaders and committees, academics, administrators, staff and external stakeholders of diverse backgrounds, including an understanding and respect for cultural, ethnic and individual differences.
• 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.
• Experience and skills in the preparation and compilation of all typical events materials including but not limited to background and marketing materials, websites, event support materials, design of survey tools and assistance with preparation of reports.
• Organizational skills to assess, develop, balance and prioritize a large volume of competing priorities while maintaining a high level of professionalism and close attention to detail and accuracy of information.
• Experience using advanced features of Microsoft Office applications and web-based project management/events software for materials and website development, communications, registration, and data management etc.

Preferred Skills:

• Thorough knowledge of UC ANR, 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.

Special Conditions of Employment:

• Travel including travel outside normal business hours may be requested.
• Overtime and occasional weekend work as needed, usually on short notice to meet operational needs may be requested.
• Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
• The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
• As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.

The University of California Agriculture and Natural Resources (UC ANR) brings the power of University of California research and education to all 58 California counties. Through research and extension in agriculture, natural resources, economic growth, nutrition, and youth development, we work to improve the life of every Californian.

Collaborating to solve problems.

Connecting to serve communities.

For over 100 years, our advisors, specialists, faculty and staff have been committed to connecting Californians to their land grant university. We are highly collaborative and mission-driven to promote the health and well-being of people and places across the state. We are also trusted partners with hundreds of community organizations in addressing California's most pressing challenges.

UC ANR is committed to attracting and retaining a diverse workforce and will honor your experiences, perspectives and unique identity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ+ community members, and others who demonstrate the ability to help us create and maintain working and learning environments that are inclusive, equitable and welcoming.

This position will promote, in all ways consistent with the other responsibilities of the position, accomplishment of the Affirmative Action goals established by the Division.  

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, gender expression, national origin, disability, age or protected veteran status. If you have questions, please email the Human Resources Department.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time.  Federal, state, or local public health directives may impose additional requirements.

Internal Candidates: Review the job posting and click the internal applicant link to apply. Use the same credentials used to login to UCPath to access the internal UC ANR job postings in order to apply.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.

External Candidates:  You must register to apply for a job or create a job search agent profile. Review the job posting and click the external applicant link to apply. Click the 'Register Here' link and follow the steps to create the account. The system will not prompt you to register until you try to apply for a job online.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.