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#109626 Special Events Operations/Sales Manager

Filing Deadline: Thu 6/24/2021

UCSD Layoff from Career Appointment: Apply by 6/1/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 6/9/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

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DESCRIPTION

At the Birch Aquarium at Scripps, we connect understanding to protecting our ocean planet. As the public outreach center for Scripps Institution of Oceanography, UC San Diego, we share the spirit of curiosity that drives Scripps’ global research to understand our planet. We engage people in science and invite them to ask questions, explore, and observe to better understand how our world works - Earth, ocean, atmosphere, and life - and our unique role in our global ecosystem. We use science to guide conservation action to support a healthy thriving planet where we feel hope for the future and empowered to make positive change. We connect people with each other, with nature, with science, and with a shared sense of purpose to care for our amazing one-and-only planet Earth.

Under the supervision of the Director of Special Events and Group Sales the Special Events Manager assists to develop strategies to generate aquarium event sales through a variety of programs. Specific areas of focus include increasing overall corporate, social, UC San Diego departments, by developing new relationships. Develops and coordinates cooperative sales activities with other industry partners.

Under supervision of the Director of Special Events, this position coordinates services and staging of special events at Birch Aquarium at Scripps. 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.

Responsibilities 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. Conduct site visits for outside groups, UCSD departments, faculty, staff and potential off-campus clients and conference organizers.

Consults with clients on all details regarding events and event planning. Prepare work requests and route to appropriate departments; follow up to ensure that all requests are approved and duties assigned. 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.

Responsible for coordinating program activities, and group logistics related to events.

In collaboration with the Director of Special Events responsible for the development, planning and implementation of group sales activities.

The position engages with caterers and event vendors in overseeing the event set up of position tables and chairs, place linens, trash containers, portable heaters, signage, etc.

Works with facility staff and cleaning staff to maintain cleanliness of grounds and surrounding areas and monitors restrooms as necessary throughout the event.

On occasion it participates in the room set-up and teardown processes; assembling tables, moving tables & chairs, stacking chairs, etc.

At the Birch Aquarium at Scripps, we connect understanding to protecting our ocean planet. As the public outreach center for Scripps Institution of Oceanography, UC San Diego, we share the spirit of curiosity that drives Scripps’ global research to understand our planet. We engage people in science and invite them to ask questions, explore, and observe to better understand how our world works - Earth, ocean, atmosphere, and life - and our unique role in our global ecosystem. We use science to guide conservation action to support a healthy thriving planet where we feel hope for the future and empowered to make positive change. We connect people with each other, with nature, with science, and with a shared sense of purpose to care for our amazing one-and-only planet Earth.

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

  • Must have access to reliable transportation.

Our values can be found here: https://aquarium.ucsd.edu/about/mission

All Birch Aquarium employees are expected to:

• Have an interest and the ability to work with people of all ages and backgrounds upholding UC San Diego's Principles of Community strengthen by Scripps Institution of Oceanography’s strategic plan for inclusive excellence (EDI), https://scripps.ucsd.edu/diversity

• Whenever interacting with guests, provide superior guest service by modeling best guest service practices, standards, and guidelines

• Uphold the Aquarium’s Quality Standards by being Safe, Courteous, Engaging, and Inspiring

• Provide interactions that connect guests of all ages to our planet, promote curiosity, and inspire stewardship

• Provide support of all kinds to Aquarium guests and employees

• Have a positive attitude and the ability to be dependable, proactive, resourceful, and flexible.

Job Location: Birch Aquarium is located at 2300 Expedition Way, La Jolla, CA 92037

QUALIFICATIONS

  • Bachelors' degree in Hospitality or related field and/or equivalent experience.

  • Minimum 2 years experience in meeting and event industry and/or related field.

  • Working knowledge of concepts, principles and practices of event sales.

  • Computer skills, including competency with Microsoft office suite, and data bases (such as Filemaker), Mac skills preferred.

  • Working knowledge of concepts, principles and practices of event planning and production and public relations. Demonstrated experience with venue, operation, and/or event planning management.

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

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

  • Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

  • Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling.

  • Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.

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

SPECIAL CONDITIONS

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.

This position is eligible for full benefits first day of hire:
a) Health/Dental/Vision Insurance
b) Vacation/holidays (15 vacation days & 13 paid holidays a year)
c) Work/Life Balance
d) Life insurance
e) UC Retirement Plan
f) Pet Insurance

For more information about UCSD Benefits please click here and visit UCSD Work/Life.

To calculate an approximate value of the UC Total Compensation package, please click here.


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
$26.63 - $28.74 / Hour
Worksite:
SIO
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Variable, 8 hrs/day, TBD