General Information
| Job Description | BLANK AST 3 | Working Title | Communications & Events Coordinator |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CE-CERT - D01007 | Department Head | Donald Collins |
| Supervisor | Sara Connor | Effective Date | 03/05/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the general direction of the Director and Associate Director, the Communications & Events Coordinator coordinates all aspects of special event planning and implementation for all events sponsored by the Center for Environmental Research and Technology (CE-CERT). This includes operational support, managing budgets, serve as the unit's event coordinator, cultivation of key relationships with sponsors and community partners, and the application of UC and UCR rules and regulations. The Communications & Events Coordinator will also provide executive level support for the Directors of CE-CERT. Due to the variety and range of events, the ability to work evening and weekend events is essential. **As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment. ** |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Graduation from college with a bachelor's degree in a relevant field; or an equivalent combination of five years education and experience | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Experience as an executive assistant or demonstration of similar qualities that require attention to detail and discretion with sensitive matters. | Required |
| Experience with designing simple brochures and fliers, and use of camera and photoshop. | Preferred |
| Experience in website design and social media content. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Executive Support and Center Coordination Provide comprehensive executive support to the Center Directors of CE-CERT. Anticipate the CE-CERT Director's needs and keep them informed and organized. Maintain CE-CERT Director's calendar and schedule appointments, which requires extensive coordination and an in-depth understanding of the urgency, subject matter, travel schedule, and priority commitments for the CE-CERT Directors. Coordinate the completion and collection of meeting materials and compile background materials for CE-CERT Directors. Prepares factsheets, spreadsheets, and reports. Finalize Powerpoint presentations for the Center Directors. Provide staff support to the CE-CERT Academic/Research Committee Chair. Manage day to day activities of the Center, including sending out internal emails and coordination, coordinating management and other meetings, anticipate and communicate on the fly calendar changes, host public tours, navigate press, service, and other inquires to the right people, and manage the calendar for the CE-CERT Directors. Coordinate annual fellowship and award applications and distributions. | 50 |
| Event Planning Logistics Under the supervision of the CE-CERT Directors and Faculty, the incumbent will plan and execute events, including handling the catering, budgeting, booking of venues, registration, designing and sending out sponsorship documents, developing brochures, communicating with speakers, gathering student volunteers for participation, and following up with sponsors. Serves as the Events Coordinator, ensuring that all components of the event runs smoothly. Contributes to and participates in long-range unit event planning. | 40 |
| External Relations Develops invitations, programs, and collateral materials for events. Drafts and posts informational and marketing materials for review of assigned programs. Records budget expenditures and completes expense reports, purchase orders, quotes, etc. Provides timely service to donor and development officer requests and inquiries. Creates and maintains a comprehensive filing system for legacy donors and manages document flow and gift agreement process. Under general supervision, handle interactions with major gift prospects, donors, and Board of Advisors through email and/or telephone to schedule meetings, discuss issues and process requests in a professional and courteous manner, using the utmost tact and diplomacy. Interacts with contributors to CE-CERT and assists in facilitating donor and potential donor visits. Track the awards and funds provided for the various programs. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Desire to maintain a high level of interaction and enthusiasm with students, staff, faculty and sponsors in coordinating events and activities. | Required |
| Demonstrated interpersonal skills to communicate and interact effectively and professionally with colleagues, faculty, students, international visitors, and diverse clientele. | Required |
| Ability to work independently with minimal supervision; work effectively with frequent interruptions. | Required |
| Proficient skills in using PC-based computers using Windows applications (e.g. Microsoft Word, Excel, PowerPoint, Publisher and Adobe PDF), skill in editing and formatting documents in word processing applications. Ability to enter data into databases or spreadsheets. | Required |
| Interpreting semi- technical writing into layman summaries. | Preferred |
| Enthusiasm for working in an educational environment dedicated to sustainable solutions. | Preferred |
| Knowledge of UC travel and entertainment policies. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Must be able to work overtime, which include nights and possible weekends, as needed. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| CE-CERT |
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 |