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#102714 Special Events Operations Manager

Filing Deadline: Fri 11/22/2019

A cover letter is required for a complete application packet.

UCSD Layoff from Career Appointment: Apply by 11/13/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/22/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Under the supervision of the Director of Special Events, the incumbent will work to develop strategies to generate aquarium event sales through a variety of programs. This position is considered hands-on to events management. Assist the Director of Special Events in providing a first class venue for corporate, private, and university events. The Special Events Operations Manager will be responsible for management of all meetings, events and conferences, both internal and external.

Responsible for arranging all of 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, technical set-up and the activities of caterers and other vendors; monitoring 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, placement of 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. Conduct site visits for outside groups, UC San Diego departments, faculty, staff and potential off-campus clients and conference organizers. Consult with clients on all details regarding events and event planning.

Schedule facility walk-through if necessary to finalize event logistics. Oversee the facility’s technological capabilities to ensure the facility meets the A/V needs for all users, both internal and external groups renting the facility. Assist in the development, planning and implementation of group sales activities and increasing overall corporate, social, and UC San Diego department events, by developing new relationships. Develop and coordinate cooperative sales activities with other industry partners.

In addition, the incumbent will coordinate activities, assignments, calendars, and time frames of special events, with all appropriate offices throughout campus with regard to scheduling and prioritizing of meetings with staff and clients, both prospective and existing. Maintain a comprehensive filing system and automated database of active records. Ensure that each special event file is complete before each event, verify that rental agreement, certificates of insurance and other necessary legal documents have been received from client, caterer, ABC (Alcohol Beverage Control), or others. Reconcile and account for all payments received and processed.

  • Please note: There are two (2) open positions. The above description pertains to both positions, but one position will have a larger focus on events management and administrative responsibilities, and the other position will have a larger focus on special events sales responsibilities. The incumbent will be placed in one of the following based on experience.

  • Cover letter is required for a complete application packet.

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.

  • Working knowledge of the concepts, principles and practices of event planning and production and public relations.

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

  • Thorough working knowledge of the concepts, principles and practices of event sales.

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

  • Excellent interpersonal communication skills and political acumen. Skill in effectively representing the campus, medical center or other university organization to its publics.

  • Strong organizational skills. Skill in effectively coordinating and organizing multiple details. Effective calendar management and student and/or volunteer scheduling.

  • Proven ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support. 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.

SPECIAL CONDITIONS

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

  • 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