General Information
| Job Description | EVENTS SPEC 2 | Working Title | Events Specialist |
|---|---|---|---|
| Job Code | 006291 | Grade | 19 |
| Department Name | Highlander Union - D01116 | Department Head | |
| Supervisor | Effective Date | 03/09/2020 |
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 performs a variety of duties to ensure quality delivery of services and a successful event outcome for all users of the Highlander Union Complex. Under the supervision of the Director and in coordination with the Senior Public Events Managers, the incumbent is responsible for the scheduling and management of all mid-level events and performances held within the Highlander Union Complex. This position will ensure proper paperwork is obtained and UCR policies and Procedures, to include policy interpretation, are followed throughout the coordination of events. This position will focus on student programs hosted within the Highlander Union Complex, academic buildings (non-academic events) and outdoor locations.This position may work outside of the traditional 8am-5pm work day in order to accommodate early morning and late night events. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelors' degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
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.
|
15 |
Manages small events.
|
40 |
| 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. | 5 |
| Management of HUB Banner, Display Case and Digital Signage programs. Coordinate scheduling of postings with Sr. Event managers and Facilities for installation. Includes oversight of digital ad submission process, signage software and scheduling of advertising. | 15 |
| Provides direct oversight over food sales tent program. This includes serving as the liaison between the HUB and Environmental Health & Safety regarding food permits, assessment of food sale tent program and working directly with students regarding reservations/troubleshooting | 10 |
| Participates in rotational event management schedule as needed in order to support early morning or late evening events | 10 |
| Other Duties as Assigned | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge of concepts, principles and practices of event planning and production and public relations. | Required |
| Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure. | 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 |
| Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. | 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 |
| Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. | Required |
| Ability to work professionally under pressure and under tight deadlines; ensuring excellent customer service support. | Required |
| Experience with event planning software like EMS, Social Tables and any equivalent software | Preferred |
| Understanding of basic marketing concepts | Preferred |
| Experience with digital signage and deployment | Preferred |
| Knowledge of best practices in Student Affairs and Student Union management | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |