Event Operations Coordinator

ABOUT UC SANTA CRUZ UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world. DEPARTMENT OVERVIEW The Seymour Marine Discovery Center is a public marine science center at UC Santa Cruz, located on a spectacular coastal bluff overlooking Monterey Bay. Through hands-on exhibits, educational programs, and special events, the Center connects people with the ocean and the groundbreaking research happening at UC Santa Cruz. The Seymour Marine Discovery Center events program welcomes clients and guests into spaces where ocean views, science, and genuine hospitality come together. The events program brings weddings, university gatherings, nonprofit celebrations, and community events to life at one of Santa Cruz's most distinctive venues while generating revenue essential to run the Center. More information can be found at: JOB SUMMARY Under the supervision of the Director of Events & Revenue, the Event Operations Coordinator manages the event pipeline for university, nonprofit, and external clients and coordinates a portfolio of smaller and less complex events. The role serves as the primary client contact for assigned events and the onsite representative when the Director is absent. The Event Operations Coordinator supports the planning and execution of weddings and other complex events. The Event Operations Coordinator is a hands-on role for an organized, service-minded professional who enjoys both the details behind the scenes and the energy of event day. The Event Operations Coordinator owns a portfolio of events from inquiry through closeout, builds client and vendor relationships, leads a small team of student employees, and helps refine the systems that keep a growing events program running smoothly while contributing to the Center's revenue. Pricing exceptions, refunds, material contract changes, and higher-risk decisions are escalated to the Director. APPOINTMENT INFORMATION Budgeted Salary: $29.00 - $32.00/hourly. Salary commensurate with skills, qualifications and experience. Benefits Level Eligibility: Core benefits Schedule Information: Part-time, Variable Percentage of Time: 75%, 30 Hours per Week Days of the Week: Tuesday through Saturday, with the occasional evening or weekend Shift Includes: Days, Evenings, Weekends Employee Classification: Limited appointment Job End Date: 5 months from date of hire, with possibility of extension Work Location: Off Campus - Seymour Marine Discovery Center Union Representation: CX Union Job Code Classification: 005414 (EVENTS SPEC 2 CX) Travel: Up to 25% of the time JOB DUTIES 35% - Client Experience and Event Portfolio Management Manages client relationships for university, nonprofit, and external events from initial inquiry through post-event follow-up, ensuring a positive client experience throughout the event lifecycle. Quickly learns each client's goals, guest count, budget, and operational needs; recommends the right spaces, services, and rental options; and conducts venue tours. Prepares estimates, proposals, contracts, and payment schedules and proactively tracks deposits, insurance, permits, vendor agreements, and other deadlines. Maintains clear, complete event records across HoneyBook, FileMaker, Google Drive, calendars, and related systems. Coordinates internal events in partnership with campus departments and vendors, with guidance from the Director. 25% - Event Planning and Onsite Leadership Independently plans and executes assigned small and less complex events, translating client goals into detailed, workable plans. Leads planning meetings and develops timelines, floor plans, setup instructions, staffing plans, and vendor logistics, including catering, rentals, audiovisual needs, access, parking, security, and custodial services. Leads event setup and breakdown for some events, keeps the event on schedule, communicates confidently with clients and vendors, and resolves issues calmly in real time. Ensures events meet contract terms, venue policies, safety and capacity requirements, alcohol rules, and applicable University policies. Tracks expenses and event revenue and completes purchasing, payment, and closeout records accurately. 20% - Student Team Leadership Recruits, interviews, hires, and onboards approximately two to three student employees. Builds the student schedule around event needs and assigns clear shifts, and responsibilities. Trains students in venue operations, customer service, setup and breakdown, audiovisual equipment, safety, policies, and emergency response. Provides supportive coaching; addresses performance and scheduling concerns and escalates significant issues as needed. Serves as student employees' direct supervisor. 15% - Wedding Coordination Support Partners with the Director on wedding planning and execution, including timelines, floor plans, vendor logistics, permits, signage, rehearsals, and client-facing materials. Supports setup, ceremony execution, vendor coordination, guest transitions, and breakdown while serving as a knowledgeable, solutions-oriented venue representative. Provides continuity for wedding clients and vendors when the Director is unavailable. Under the direct supervision of the Director of Revenue and Events this position helps track revenue and expenses for the Private event budget. 5% - Program Operations and Improvements Maintains event templates, procedures, inventory records, planning resources, and operational checklists and recommends improvements that strengthen service and efficiency. Contributes to facility projects, styled shoots, marketing efforts, team meetings, reporting, and other revenue-generating or department-wide initiatives. Compiles event activity, revenue, client, and operational data to support reporting, evaluation, and future planning. REQUIRED QUALIFICATIONS Bachelor's degree in a related area and/or equivalent experience or training, ideally in hospitality or event coordination. Demonstrated ability to manage multiple events / projects concurrently, establish priorities, maintain schedules, and meet firm deadlines. Strong client-service and interpersonal communication skills, including the ability to build positive working relationships with clients, campus partners, vendors, guests, students, and colleagues from diverse backgrounds. Good organizational skills. Ability to effectively communicate with diverse audiences in writing. Strong attention to detail with the ability to maintain accurate, organized, and complete records and documentation. Ability to work independently, anticipate needs, exercise sound judgment, and solve event-day problems with calm and professionalism. Knowledge of basic event budgeting, purchasing, payment tracking, and financial recordkeeping practices. PREFERRED QUALIFICATIONS Experience training, scheduling, coaching, or providing day-to-day direction to employees or volunteers. Comfort using CRM, scheduling, database, spreadsheet, and shared-document systems, along with basic event budgeting, purchasing, payment tracking, and financial record keepingpractices. SPECIAL CONDITIONS OF EMPLOYMENT Selected candidate will be required to pass a pre-employment criminal history background check. Selected candidate must pass the employment misconduct disclosure process. Ability to work long periods of time at a computer with or without accommodation. Ability to walk multiple nightly rounds on uneven surfaces and repeatedly climb stairs. Must have the ability to: operate a vacuum, floor scrubber, and polisher; use cleaning chemical compounds; perform essential custodial duties including dumping bags into dumpster or moving equipment and materials with or without accommodations. Ability to ascend/descend ladders with or without accommodation. Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation. The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement. Ability to work a variable schedule including evenings and weekends. Selected candidate will be required to complete training within established time frames as directed including UC compliance training. Ability to maintain appearance and conduct suitable for working in a professional setting. Will be required to wear a University provided uniform. Employees whose positions are designated as Category 1 or Category 2 for occupational exposure to blood or other potentially infectious materials (OPIM) must receive the Hepatitis B vaccination or sign a Hepatitis B vaccination declination statement. Initial and annual Bloodborne Pathogens training is also required. Selected candidate will be required to complete training within established time frames as directed including UC compliance training. The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program. Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here. MISCONDUCT DISCLOSURE REQUIREMENT 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: UC Sexual Violence and Sexual Harassment Policy UC Anti-Discrimination Policy Abusive Conduct in the Workplace SAFETY STATEMENT All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries. NOTICE OF AVAILABILITY In compliance with the Jeanne Clery Campus Safety Act, the Annual Security and Fire Safety Report (ASFSR) is available at: This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling View phone number on click.appcast.io. EEO/AA 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 categories covered by the UC Anti-Discrimination Policy. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor. #J-18808-Ljbffr