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#103320 Special Events Sales/Operations Manager

Extended Deadline: Wed 3/4/2020

This position will remain open until filled.

UCSD Layoff from Career Appointment: Apply by 01/03/2020 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/03/2020. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A cover letter is required for a complete application packet.

DESCRIPTION

Under the supervision of the Director of Special Events and Group Sales, the incumbent will assist with developing strategies to generate aquarium event sales through a variety of programs. Specific areas of focus include increasing overall corporate, social, and UC San Diego departments, by developing new relationships. The incumbent will develop and coordinate cooperative sales activities with other industry partners and will collaborate with the Director to research available event sales opportunities and trends.

Sales responsibilities will also include: determining appropriate contacts and assessing customer needs; identifying appropriate sales programs; and modifying and developing programs as necessary to maximize sales. The incumbent will also investigate new business and recommends programs to improve sales efforts and results. Provide ongoing account support with sales representatives and potential customers to discuss their needs and explains how these needs could be met by specific products and services. Conduct site visits for outside groups, UCSD departments, faculty, staff and potential off-campus clients and conference organizers.

This position will also be responsible for planning and managing events. Consult with clients on all details regarding events and event planning. Coordinate program activities and group logistics related to events. Responsible for arranging all the requirements specified by parties renting the venue, and for ensuring clients meet all the terms of each special event contract. Coordinate services and staging of special events at Birch Aquarium at Scripps to include: ensuring the facility is properly prepared; overseeing staging and technical set-up and the activities of caterers and other vendors; monitoring the events; and enforcing all appropriate safety and other regulations.

Engage with caterers and event vendors in overseeing the event set up of position tables and chairs, place linens, trash containers, portable heaters, signage, etc. Work with facility staff and cleaning staff to maintain cleanliness of grounds and surrounding areas and monitor restrooms as necessary throughout the event. Schedule facility walk-through if necessary to finalize event logistics. Oversee the facility’s technological capabilities to ensure that facility meets the A/V needs for all users, both internal and external groups renting the facility.

  • A cover letter is required for a complete application packet.

  • Must be able to work a flexible schedule, including evenings, early mornings, weekends and holidays, to meet event needs.

  • On occasion this position will participate in room set-up and teardown processes which include assembling tables, moving tables and chairs, stacking chairs, etc.

QUALIFICATIONS

  • Bachelor's Degree in Hospitality or related field; and/or an equivalent combination of education and experience.

  • A minimum of two (2) years experience in the meeting and event industry and/or a related field.

  • Thorough working knowledge of the concepts, principles and practices of event planning and production and public relations. Knowledge of the concepts, principles and practices of event sales.

  • Demonstrated experience with venue, operation, and/or event planning management.

  • Proficient computer skills, including competency with Microsoft Office Suite, and databases (such as Filemaker). MAC skills preferred.

  • Excellent interpersonal communication skills and political acumen. Effectively representing the campus, medical center or other university organization to the public. Ability to work with diverse groups, students, staff, faculty, general public, production personnel, technical operators and performing artists.

  • Good judgment and effective decision-making and problem resolution skills. Skill to recognize and deal effectively and appropriately with real and potential problem areas. Determine the issues and problems that need to be brought to the attention of higher level staff and/or management.

  • Strong organizational skills. Skill in effectively coordinating and organizing multiple details. Effective calendar management and student and/or volunteer scheduling. Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.

SPECIAL CONDITIONS

  • Job offer is contingent upon a satisfactory clearance based on background check results.

  • Must possess and maintain a valid CA driver's license and have access to reliable transportation.

  • CPR/AED certification preferred.


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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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

UCSD
Payroll Title:
EVENTS SPEC 2
Department:
AQUARIUM-MUSEUM
Hiring Salary Range
$21.02- $28.74/Hour
Worksite:
SIO
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
2
Work Schedule:
Days, 8 hrs/day, TBD