Events Coordinator (EVENTS SPEC 2)

Reporting to the Director of Ceremonies & Special Events (C&SE), the incumbent in this role will offer event coordination, logistical assistance, and administrative support to the C&SE team. Plans, organizes and implements small events or portions of larger annual events. Responsibilities include aiding in the planning, organization, and implementation of campus-wide processes and procedures for undergraduate commencement ceremonies.

The role will assist CSE Event Managers in planning and executing high-profile, confidential events hosted by the chancellor and provost, managed within the unit. These events range in scale from building dedications, award ceremonies, dinners and receptions.

Apply By Date
11/29/2024 at 11:59pm

Minimum Qualifications
For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.
* No minimum educational requirement.
* Event planning experience including coordination, implementation, and logistical support.
* Experience delivering excellent customer service and hospitality in a professional environment.
* Experience with Windows-based computer environment with Microsoft Office applications, including experience extracting or manipulating data using Word and Excel.
* Ability to independently coordinate a variety of tasks and functions; work around frequent interruptions; organize workload and set ever-changing priorities. Demonstrated confidence in making strategic decisions, using good judgment, and innovative and creative problem-solving skills.
* Strong interpersonal internal/external communication skills to communicate effectively and professionally in person, in writing, and on the phone with constituents from diverse cultural backgrounds.
* Establish and maintain positive working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of students, faculty, staff, and constituents

Preferred Qualifications
* Bachelor's degree in a related field or 2 years of event experience.
* Experience with university commencements, contracting and working with multiple vendors to ensure event specifications are met and quality is ensured.
* Experience working with Outlook and other calendaring systems.
* Experience reconciling, monitoring, and managing budgets.

Key Responsibilities
* 75% - University Commencement Liaison
* 25% - Administrative and Event Support

Department Overview
Ceremonies & Special Events (CSE) plans high-level and forward-facing events on behalf of the Chancellor, Provost and other members of the Chancellors Leadership Council. Events may be planned for the University community, alumni, and philanthropic, governmental, corporate, cultural, diplomatic and academic leaders. In collaboration with various university clients, CSE manages from design to implementation annual and one-time events.
This position offers event coordination, logistical assistance, and administrative support to the C&SE team.

POSITION INFORMATION
* Salary or Pay Range: $26.82/hr. - $47.61/hr. (Budgeted salary up to $37.21/hr., commensurate with experience and education.)
* Salary Frequency: Bi-Weekly
* Salary Grade: Grade 19
* UC Job Title: EVENTS SPEC 2
* Number of Positions: 1
* Appointment Type: Staff: Contract - This contract position ends one year from the date of hire with the possibility of extension if additional funding becomes available.
* Percentage of Time: 100% Fixed
* Shift Hours: M-F 8-5, evenings and weekends, as needed
* Location: Davis, CA
* Union Representation: 99 - Non-Represented (PPSM)
* Benefits Eligible: Yes
* Hybrid/Remote/Onsite: This position is 100% on-site

Benefits
Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands
* Standing - Occasional Up to 3 Hours
* Walking - Occasional Up to 3 Hours
* Sitting - Frequent 3 to 6 Hours
* Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
* Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
* Bending/Stooping - Occasional Up to 3 Hours
* Squatting/Kneeling - Occasional Up to 3 Hours
* Twisting - Occasional Up to 3 Hours
* Reaching overhead - Occasional Up to 3 Hours
* Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands
* Sustained attention and concentration - Frequent 3 to 6 Hours
* Complex problem solving/reasoning - Occasional Up to 3 Hours
* Ability to organize & prioritize - Frequent 3 to 6 Hours
* Communication skills - Frequent 3 to 6 Hours
* Numerical skills - Occasional Up to 3 Hours
* Constant Interaction - Frequent 3 to 6 Hours
* Customer/Patient Contact - Frequent 3 to 6 Hours
* Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment
* Work flexible schedule including occasional evenings and weekends to respond to operational needs. Restricted vacation during peak periods. Ability to work, interact, and thrive in and with culturally diverse peers and constituents, and to actively embody the UC Davis Principles of Community. Valid CA driver's license required. Provide own transportation for work related travel.
* UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements
* This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)

Diversity, Equity, Inclusion and Belonging
At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere