Event Coordinator

Overview Who We Are Founded in 1965, UC Irvine is a member of the Association of American Universities and ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced Nobel laureates and is known for academic achievement, premier research, innovation, and its anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing billions to the local and state economy. To learn more about UC Irvine, visit Today’s UC Irvine Stem Cell Research Center is a dynamic center encompassing a diverse array of interdisciplinary investigators that span the schools of Medicine, Biological Sciences, Pharmacy and Pharmaceutical Sciences, Engineering, and Arts. Our state-of-the-art, LEED Platinum certified research and clinical building houses 23 of our 65 center faculty members. Center faculty have obtained more than $250 million in grant and foundation funds. Our research programs span basic, translational and clinical research, and include several training grants described below, state of the art shared equipment, research services programs, community outreach events, annual symposium and monthly seminar series. The SCRC manages multiple training programs: NIH T32 training grants, NIH R25 training program, CIRM SCHOLAR and COMPASS training grants, SOM certification programs for trial researchers and GMP staff training to supply products for FDA-approved trials. Your Role on the Team The selected individual will apply a professional approach to plan and manage execution of communications and events of moderate to high scope and complexity. Planning and implementation will require understanding and analysis of a variety of policy and procedural issues. The position will require data and information gathering, discovery and evaluation of alternatives, and sound judgment to provide and implement recommendations for action. This position is required to be on-site full time. Salary Range: $56,200.00–$96,800.00 (expected salary $56,200–$61,820) Duties Under the direction of the Academic Coordinator, the Events Coordinator will assist with planning and logistics for all special seminars, tours, meetings, receptions, Stem Cell Awareness Day and Open House, Stem Cell Science Symposium, Monthly Community Lectures, co-sponsored symposium/conferences, vendor shows, tenure/retirement celebrations, and other activities on- and off-campus. Arrange catering, parking, security, signage, and facilities; secure approvals, manage rentals, promotional items, printed materials (name tags, agendas, programs, poster abstracts); manage contracts with venues; oversee audio/visual needs; coordinate filming and livestreaming; schedule AV support; obtain alcohol permits and licensed bartenders; manage RSVPs; address invitee questions; and serve as the primary contact for guest speakers. Serve as liaison between training grant trainees, faculty leadership, and SCRC administrative staff for training grant activities. Track trainee applications, appointments, and activities. Collect and compile data, and generate reports as requested by the Academic Coordinator or the CAO. Process speaker travel and honorarium reimbursements, business expenses, itineraries, create flyers, and facilitate email invitations. Facilitate internal and external communications using an email listserv, Constant Contact, and other approved resources. Manage event calendars and room bookings; serve as the point of contact for conference and board room reservations. Complete other event-related administrative duties as assigned by the Chief Administrative Officer. Required What It Takes to Be Successful Working knowledge of concepts, principles and practices of event planning, production, and public relations. Strong organizational skills and ability to coordinate multiple details; effective calendar management and scheduling for students and/or volunteers. Good interpersonal communication and political acumen; ability to represent the campus to diverse publics. Good judgment and problem-solving skills; ability to recognize issues and escalate as needed. Ability to work in diverse groups including students, staff, faculty, the general public, production personnel, technical operators, and performing artists. Ability to work under pressure and meet tight deadlines while delivering excellent customer service. Working knowledge of common organization- or research-specific computer applications. Proficient written and verbal communication; ability to maintain confidentiality when required. Demonstrates sound judgment in responding to issues and concerns; ability to analyze and synthesize large data sets with attention to detail. Ability to multi-task with demanding timeframes and apply applicable policy analysis techniques. Bachelor’s degree in a related field and/or equivalent experience/training. 2–3 years of relevant professional experience. Preferred Knowledge of the campus, its programs, policies, mission, and infrastructure. Special Conditions Position requires occasional work outside normal hours to staff events, meetings, conferences, etc. Total Rewards In addition to the salary range listed below, UC Irvine offers a comprehensive benefits package, including medical insurance, sick and vacation time, retirement plans, and various discounts. See the organization’s benefits page for details. Conditions Of Employment Background Check and Live Scan Employment Misconduct disclosure Legal right to work in the United States Vaccination policies Smoking and Tobacco Policy Drug Free Environment Misconduct Disclosure Requirement: disclosure of any misconduct findings or ongoing proceedings within the last seven years. California Child Abuse and Neglect Reporting Act E-Verify Pre-Placement Health Evaluation Details of each policy may be reviewed at Closing Statement The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories. UC Irvine is committed to a diverse workforce and inclusive environment. UC Irvine provides reasonable accommodations for applicants with disabilities upon request. For more information, contact Human Resources at View phone number on click.appcast.io or View email address on click.appcast.io. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization. #J-18808-Ljbffr