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The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Application Review Date
The First Review Date for this job is: April 1, 2020
The College Relations & Development unit at the College of Chemistry develops and executes alumni relations and fundraising events, communications, and activities to engage the College's 37,000+ alumni, students, parents, faculty, staff, and friends. The College Relations & Development Team consists of 8 full-time staff members that develop and implement the College's major gift fundraising, annual giving programs and campaigns, gift/fund admin and donor acknowledgements and stewardship, marketing and communications, volunteer programs, and events. The College Relations & Development Team annually raises 4,000+ donations totaling $15+ million in support for the College of Chemistry.
The College Relations & Development Events & Campaign Specialist is responsible for planning, organizing, and managing a wide variety and large number (20+) of events, including: small (40+) intimate donor and prospect receptions hosted in key geographical regions or companies, advisory board dinners and meetings, and large (200+) signature events (dinners and conferences) that engage and steward our College's students, faculty, alumni, staff, parents, corporate partners, and donors. The Events & Campaign Specialist manages a budget, including overseeing expenditures related to event promotion/invitations, venue rentals, catering and entertainment services, etc., and revenue generation through corporate sponsorships and potential ticket sales. The College Relations & Development Event & Campaign Specialist also oversees the Undergraduate and Graduate Student Campaigns and Big Give giving-day campaign, including recruiting and inspiring our student leader volunteers, and directing their crowdfunding campaigns, campaign kickoff and celebration events, and promotional activity. The Events & Campaign Specialist is responsible for further instilling a culture of giving back to our College among our students, as measured by the overall participation of students in their campaigns.
Event, Campaign Planning & Management
In collaboration with the Assistant Dean and/or program lead, the Events & Campaign Specialist will:
Review event plans, scope, and logistics to determine necessary vendors, venues, and logistics -- signage (directional, etc.), pack lists or event kits, and slideshows.
Serve as a resource and consultant to colleagues, other departments in event management, vendor and venue selection, and accounting procedures.
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 Special Events Manager.
Direct all post-event analysis through the creation and circulation of internal post-event feedback forms.
Working in partnership with Associate (buying) and Major Gift Officers (donations) manage and track the purchase and pick-up (if needed) of gift-in-kind donations to be used at year-round events.
Plans, organizes, and identifies real and potential event locations and vendors.
Plan, research, identify and visit appropriate venues, including, but not limited to the College or Campus, as well as off-site venues such as hotels, private clubs, museums, wineries, corporate facilities, and private homes.
Determines and coordinates staffing needs.
Develops and coordinates guest lists.
Develops and implements event budgets.
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 our College Relations & Development 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.
Track and report expenses for select events.
Manage, track and report on annual sponsorships, including courteous, but frequent follow-up with donors, corporate clients, and other key stakeholders.
Contributes to and participates in long-range unit event planning.
Mentors and oversees the work of less experienced events staff.
Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
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.
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Proficient in creating, managing and tracking event budgets in detailed Excel spreadsheets for internal use, and adhering to budget limits continually seeking ways to reduce costs.
Experience with event reconciliations and other basic accounting procedures required to complete payments, and process supporting documentation for events in compliance with the campus business practices and policies.
Detailed oriented, able to multitask and adhere to strict deadlines, in a fast-paced environment.
Has the ability to learn and demonstrate organizational and project management skills to work successfully with clients and vendors to produce high quality events that meet customer needs, and appropriately represent the campus and the Haas School for fundraising and alumni engagement events.
Skilled interpersonal communicator who can demonstrate political acumen, social perceptiveness, flexibility, diplomacy and tact.
Experience and ability to work well in a collaborative role with the assigned work leader (Special Events Manager or program lead), as well as being an integral part of the DAR team involved in the production and execution of 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.
Experience with AV timelines and set-up services.
Expert in Microsoft Office and Google technology with a proficiency in Excel, PowerPoint, and Google Docs, and demonstrated ability to manage advanced-level databases and spreadsheets.
Creative with limited resources.
Enthusiastic about events, and unique and memorable customer experiences.
Available for evening and weekend activities with limited (one month) advance notice.
Flexible work schedule permitted with supervisor approval.
Demonstrate ability to communicate clearly and succinctly, both in verbal and written communications.
Skill in effectively meeting budget and time constraints.
Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus; that is, for fundraising events, skills to provide excellent donor stewardship.
Highly developed interpersonal communication skills including political acumen and social perceptiveness.
Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
Bachelor's degree in related area and/or four years of equivalent experience/training.
Thorough knowledge of or ability to quickly learn the campus, its vision, mission, programs, policies, achievements and infrastructure, a plus.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $70,000.00 - $76,000.00.
For information on the comprehensive benefits package offered by the University visit:
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:
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.