Associate Director of Events (6292U), Haas School of Business - 2316 - 2316
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Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date
The First Review Date for this job is: November 5, 2019
UC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all.
Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.
The Development and Alumni Relations team at Berkeley Haas engages and cultivates alumni, parents, friends, corporations and foundations to advance the vision and mission of the school, inviting these key constituencies to provide volunteer leadership and make philanthropic investments in support of the school's students, faculty and programs. The Development team of major gift and annual gift officers cultivates prospective donors, both nationally and internationally, to inspire transformational gifts in support of Berkeley Haas and provides staff support for high-level volunteer groups, such as the Berkeley Haas Advisory Board and the Dean's Advisory Circle. With 41,000 living alumni, the Alumni Relations team develops and builds greater awareness for career services, lifelong learning, and networking resources to support the engagement, learning, and connectedness of Berkeley Haas alumni.
The Associate Director of Events role involves the planning and organizing of campus events and activities, including management and oversight of logistics, facilities, audiences, concessionaires, caterers, audio visual and vendors, and facilitation of communication and services with speakers and facility maintenance staff; and/or provides directional and technical support of these activities.
The Associate Director of Events is responsible for planning, organizing, and managing a wide variety of select special events hosted and requested by the Development and Alumni Relations (DAR) office. The complex events are partially or wholly sponsored by the Haas School and are intended to attract either a large public audience and/or special constituencies of importance to the school. This position plays a central role in coordinating comprehensive donor stewardship and alumni engagement.
Key Responsibilities include:
In collaboration with the program lead or at the direction of the Director of Events, the Associate Director of Events will:
Plan, research, identify and visit appropriate venues, including, but not limited to, the Berkeley Haas campus or other private and public universities, as well as off-site venues such as hotels, private clubs, museums, wineries, corporate facilities, and private homes.
Negotiate and secure contracts, permits and certificates of insurance in accordance with campus and Risk Management policies and procedures.
Identify, manage and direct all vendors including caterers, florists, photographers, videographers, designers, audio visual technicians, valets and valet parking companies, parking and transportation authorities, building security, custodians, and other specific services required for an event.
Ensure that events are executed within allotted budget and meet all deadlines associated with the event.
Communicate frequently, promptly, clearly, completely, and succinctly with vendors, clients, colleagues and other internal stakeholders.
Provide excellent customer support to assure good working relationships with internal and external clients.
Maintain effective and ongoing relationships with vendors, campus departments, colleagues, and other constituents.
Provide support to event speakers, donors, campus officials, colleagues and guests in advance of and on-site at events. This includes developing and presenting comprehensive staff schedules, and marketing and program timelines as well as event briefings, on a case by case basis, written in collaboration with the Director of Events.
Act as on-site logistical lead for assigned events; events may take place on evenings or weekends.
Direct all post-event analysis through the creation and circulation of internal post-event feedback forms.
Working in partnership with Haas Gift Officers (donations) manage and track the purchase and pick-up (if needed) of discounted wine and the supply of donated wines to be used at year-round events.
Review event scope and logistics with Events Associate to determine necessary signage (directional, etc.), pack lists or event kits, and slideshows.
Act as work lead for Assistant Director of events.
Demonstrate tact, diplomacy, and sensitivity as needed.
Demonstrate excellent judgment.
Troubleshoot proactively and resolve unexpected challenges quickly, making thoughtful, fiscally conscious decisions in a professional and timely manner.
Serve as a resource and consultant to the DAR staff, and other Haas School departments, and external clients (such as Berkeley Haas alumni chapters) in events management, vendor and venue selection, and accounting procedures.
Develop and implement event budgets based on historical data.
Analyze event budgets and pursue opportunities for cost savings, without jeopardizing event objectives or audience expectations.
Negotiate rates with vendors prior to confirming all bookings and contracts.
Ensure events are executed within allotted budget and that payments meet all deadlines.
Working in tandem with the Business & Financial Services Associate, receive and file all invoices, and complete all campus required financial forms and supporting documentation for purchases made through BearBuy and on the Event Planner Card (EPC).
Track and report expenses for select events.
Serve as the Event Planner Card (EPC) holder for Alumni Relations.
Fully responsible for authorizing use of the card.
Confirm all paperwork needed to reconcile the expense, as outlined in the EPC authorization form.
Review to confirm that all paperwork is in compliance with University business policy and that the expense has been authorized by the chartstring owner and approved by the event host.
Share EPC information by phone or by completing a credit card authorization form.
Work on special programs as assigned
Attend classes which enhance expertise in job areas
Serve on departmental and campus-wide committees, as appropriate
Participate in activities that enhance the campus community and/or larger community to further university service
Maintain knowledge of the Development and Alumni Relations unit business processes, benefits and services in order to provide support to staff in the unit.
Knowledge of and experience with event planning concepts, principles and practices, including, but not limited to:
Event design, vendor management and negotiations, staff schedule creation, marketing timelines, program management, A/V timelines and set-up services and creativity with limited resources.
Proficiency in event budgeting and reconciliation:
Creating, managing and tracking event budgets for internal use.
Adhering to budget limits and continually seeking ways to reduce costs.
Reconciling expenses and paying vendors.
Demonstrates a high level of organizational, project management, and communication skills.
Ability to successfully multitask while adhering to strict, and often, competing deadlines during busy event seasons.
Ability to communicate clearly and succinctly, both in verbal and written communications.
Ability to work effectively within a highly collaborative team.
Demonstrates dedication to producing high quality events that meet customer needs and expectations while delivering into the vision of the organizing department.
Demonstrates political acumen, social perceptiveness, flexibility, diplomacy and tact especially while representing the campus and the Haas School at events.
Highly developed judgment, decision-making and problem recognition, avoidance, and resolution skills, including determining issues or problems that need to be brought to management's attention.
Demonstrated ability to foster diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
Available for evening and weekend activities with limited (one month) advance notice.
Proficient in Microsoft Office and Google technology with a proficiency in Excel, PowerPoint, and Google Suite Applications, and demonstrated ability to utilize, and in some cases manage, advanced-level databases and spreadsheets.
Bachelor's degree in related area, and/or equivalent experience/training.
Knowledge of the campus -- its vision, mission, programs, policies, achievements and infrastructure.
Knowledge of and experience with reconciling events in compliance with campus business practices and policies.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience, up to 88,500.00.
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
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, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.