Event Coordinator (5415C), University Development and Alumni Relations #88999

Event Coordinator, University Development and Alumni Relations (5415C) #88999 At the University of California, Berkeley , we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world. At Berkeley, the best careers are built on a foundation of continuous learning and growth . We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups. University Development and Alumni Relations (UDAR) strengthens Berkeley's excellence through engagement with alumni, parents, undergraduate and graduate students, and friends of the University. UDAR also raises public awareness about Berkeley and increases private philanthropy. UDAR provides overall direction for the campus's philanthropic advancement strategies and works to strengthen unit development in partnership with campus fundraisers. The Division handles a range of central activities and services encompassing communications, stewardship, prospect development, gift management, and more. External Relations serves and engages the university’s external and internal constituencies through programs, events, awards, and services. They also advise the university community on all protocol matters, including visits by high-ranking government officials, the UC Office of the President, Regents, and other dignitaries. Position Summary The Event Coordinator supports External Relations and Marketing Communications within University Development and Alumni Relations in planning and executing campus-wide events by managing a wide range of logistics and operational tasks. This position coordinates facilities, ticketing, audience services, and vendor relations, while overseeing catering arrangements, budget tracking, and customer service. The Event Coordinator facilitates clear communication and service coordination among campus administrators, guest speakers, VIPs, and attendees to ensure a seamless event experience. Responsibilities Plans, organizes, and/or staffs specific event segments of larger or more complex events, such as parking/transportation, catering, etc. - 30% Maintains event databases and tracks guest responses. Creates, customizes, and maintains registration systems for events; specialized knowledge of which system is best for each event. Manages budgets for event income and expenses. Handles procurement, including all activities involved in obtaining the goods and services needed to support events, such as vendor identification, requesting proposals, the vendor process, and disbursements. Assists, as needed, on matters of protocol and university ceremonies, such as ceremony regalia, ceremonial flags, Ph.D. robing, etc. Organizes reservations and ticketing for events. Manages travel arrangements for visiting lecturers and dignitaries Manages moderately complex events - 30% Acts as the key contact for key stakeholders, including the Chancellor's Office, UDAR fundraising teams, and campus partners. Coordinates event details with campus academic and service units. Creates, maintains, and distributes event schedules, programs, and other relevant information. Serves as staff host at selected events planned by the unit, greets guests, and troubleshoots throughout the event. Customer Service and Data Management - 20% Coordinates database tracking of event invitees and registrations with unit colleagues and campus partners to ensure complete, accurate data. Trains colleagues and student employees on accurate data management and excellent customer service. Manages email, telephone, and written responses to event attendee inquiries. Creates event invitations, landing pages, and registration forms. Submits content updates on websites and mobile apps. Produces database and email lists from guest lists provided by partner-clients. Scout potential locations, speakers, and vendors for future events - 10% Creates and maintains a list of local and regional event venues. Establishes and maintains a list of active speakers available to campus and community groups. Manages the vendor process and protocol in BearBuy to ensure Berkeley events, ceremonies, and programs align with procurement policies and procedures. Oversees operational support staff - 10% Helps oversee the work of 4 students year-round Recruits, manages, and trains volunteers at Homecoming (~100), Commencement (~50), and December Graduation (~20) Required Qualifications Minimum 2 years of working knowledge and experience with events at a nonprofit organization, educational organization, higher education institution, or corporate entity (such as a catering company), its programs, policies, mission, goals, objectives, achievements, and infrastructure. Thorough knowledge and understanding of concepts, principles, and practices of development and alumni relations event planning, including event design, organization, and production. Skills to effectively meet budgetary and time constraints. Demonstrates organizational and project management skills to work successfully with partner-clients to produce high-quality campus-wide events that meet partner-client needs and appropriately represent the campus for development, public, and alumni relations events. Highly developed interpersonal communication skills, including political acumen and social perceptiveness, to appropriately represent the campus to alumni, donors, parents, students, vendors, and the general public. Proven ability to work with diverse groups, including, but not limited to, alums, donors, parents, students, university VIPs, staff, faculty, the general public, production personnel, technical operators, and vendors. 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 the skill in determining real or potential issues/problems that need to be brought to higher-level staff or management's attention. Proven ability to work on several tasks simultaneously, including effectively coordinating numerous details for concurrent complex events. Experience in maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to efficiently balance priorities and deadlines for a large volume of diverse tasks, meeting both established and tight deadlines. Demonstrates good judgment in making decisions and managing events. Ability to give clear directives and use independent, rational judgment to make optimal decisions. Knowledge of principles and practices of volunteer recruitment, supervision, motivation, and evaluation. Knowledge and skill to set and monitor work standards and protocols. Strong knowledge of Google Workspace, Microsoft Office Suite software, Macintosh platform, Zoom.us, and databases, or comparable systems. Working knowledge of web applications and platforms, such as online registration, web forms, website content management systems, and app building. Preferred Qualifications Knowledge of policies and procedures relating to the use of university facilities, event management, presentation, accessibility, purchasing, and entertainment in a university environment. Working knowledge of Adobe InDesign software. Education / Training Bachelor's degree in a related area and/or equivalent experience/training (Required) Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The budgeted annual range that the University reasonably expects to pay for this position is $80,000.00 - $86,000.00. This is an exempt, monthly-paid position. This is a full-time (40 hours/week) Career position eligible for UC benefits. Driving Required Required to hold a valid driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program. Other Information This recruitment has 2 openings. This position is eligible for up to 2 days/week of remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change. This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee. 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. Misconduct As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. “Misconduct” means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct: 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. #J-18808-Ljbffr University of California