General Information
| Job Description | EVENTS SPEC 2 | Working Title | Events Specialist 2 |
|---|---|---|---|
| Job Code | 006291 | Grade | 19 |
| Department Name | CHASS Facilities MGMT - D01268 | Department Head | Cindy Williams |
| Supervisor | Paul Richardson | Effective Date | 07/05/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Assists in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, and VIP briefings. May independently manage small, non-complex events. |
Department Custom Scope
| The Events Specialist will assist with the implementation and coordination details for special events and conferences associated with CHASS. The Specialist will be in charge of University Theatre front of house management and box office scheduling. The incumbent will manage front of the house activity for event venue, schedule ushers, ticket takers and student employees. The Specialist is also responsible for taking charge during event emergencies. The Specialist will communicate directly with both internal and external clients to identify their needs for an event and participate with management in any necessary negotiations for their contract. The Specialist will ensure the proper paperwork is obtained and UCR policies and procedures are followed throughout the coordination of events. Excellent Customer Service skill are essential as a CHASS Events Specialist II. Work schedule may vary based on Event schedules including working afternoons and weekends. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelors' degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Demonstrated experience directing, organizing, and prioritizing own workload and those of others to meet required deadlines and objectives. Experience as a lead or supervisor of a work crew. | Required |
| Experience with establishing schedules for event planning and execution, maintaining budget objectives, and estimating event costs for a multi disciplinary, complex enterprise. | Required |
| Minimum 3 years of experience working in Higher Education Event coordination. | Preferred |
| Minimum of 3 years of experience dealing with managing high volume levels of incoming communication and requests coming from multiple sources. | Preferred |
| Demonstrated experience and success in organizing, planning, and directing performances and events involving small and large groups. | Required |
License Requirements
| License | Requirement |
|---|---|
| Valid Drivers License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Plans, organizes and implements small events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP briefings.
|
25 |
Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, et cetera.
|
25 |
| Consults with clients on all details regarding events and event planning. | 15 |
Manages small events.
|
10 |
Oversees operational support staff.
|
10 |
| Maintains event calendar for all CHASS events. | 5 |
| Attends all department staff and production meetings. | 5 |
| Other duties as assigned | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure. | Required |
| Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. | Required |
| 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. | Required |
| Demonstrated excellent interpersonal skills exhibiting tact and diplomacy in establishing and maintaining cooperative, professional relationships with campus administrators, staff, vendors, support groups, donors, and the general public. Demonstrated composition, proofreading, and editing skills to compose social and business correspondence, invitations, contracts, agreements, grants, and reports using correct grammar, punctuation, and spelling. Excellent oral and written expression. | Required |
| Outstanding customer service skills. Ability to communicate effectively and professionally by using tact and diplomacy. | Required |
| Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. | Required |
| Demonstrated Mac software skills that include, database applications, spreadsheet and financial applications, word processing applications, desktop publishing applications, basic graphic design, calendaring, etc. | Required |
| 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. | Required |
| Skilled in operating video and photographic cameras, scanners, audio equipment, and cash register. Knowledge of theatre lighting and sound and digital screening room operations. | Required |
| Ability to work professionally under pressure and under tight deadlines; ensuring excellent customer service support. | Required |
| Working knowledge of concepts, principles and practices of event planning and production and public relations. | Required |
| Demonstrated ability to work under pressure and to remain calm under duress, always directing other in a clear and precise manner. | Required |
| Knowledge of performance venue audience management. | Required |
| Ability to work independently or as part of a team, and to take initiative in fulfilling responsibilities and anticipating the needs of management. Willingness to work flexible hours including nights and weekends. | Required |
| Familiar with UC policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) | Required |
| Travel | Required |
| Overtime | Required |
Other Special Requirements & Conditions
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|
Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |