Staff Jobs

Dean's Ofc. Events Coordinator

008757

Haas School of Business

Main Campus-Berkeley

The salary will be 50% of the full-time range of $37,044 (FT) to $48,000 (FT) annually.

This is a 50% part-time, one-year contract appointment  This position is classified by the university as a Public Events Manager.

07/10/2008

Closed: 9-3-08.

 

This position provides event planning support for the Dean of the Haas School of Business, Executive Director for Marketing and Communications and the Dean’s Analyst.

Logistics Management :
*  As directed by the Dean’s Analyst and the Executive Director of Marketing and Communications and advised by the Senior Events Manager for Alumni Relations, plan and oversee event arrangements such as venue reservations, catering, flowers, photographer, parking and transportation, necessary permits (Alcohol, BBQ, food and Sanitation Safety), equipment (AV, furniture, linens, coat racks), entertainment (music, clowns, face-painters, balloon artists), event signage, seating charts, place cards, nametags, the clean-up/return of equipment, and any other special requests.

*  In collaboration with the Dean’s Analyst and the Executive Director of Marketing and Communication, the DEC will assist with the:
     •Creation of a timeline and budget
     •Development of guest lists and other pertinent mailing lists
     •Design, copy, approvals, printing, addressing, and mailing of invitation
     •Marketing and publicity strategies
     •Arrangements for the speaker
     •Writing and distribution of briefing materials
     •Determining staff assignments and arrange for adequate staffing for the event; as necessary, provide training for staff and volunteers before the event

*  Work with appropriate staff to update all relevant calendars (Haas events calendar, web page, office calendars, etc.) once date has been set

*  Arrange client tours of facilities on-site or off-site as needed
*  Coordinate on-site services (i.e. determine room layout and equipment requirements as needed)
*  Work with campus officials and police on security measures
*  Greet guests and troubleshoot throughout the event
*  Ensure that the facilities available are well maintained after the event
*  Act as liaison with campus physical plant staff for routine and extraordinary custodial and ground needs for nights and weekend events
*  Debrief after the event and note improvements for future events
*  Maintain Dean’s Office event files
*  As necessary, benchmark and research event strategies and programs at other professional schools
*  Assist with the coordination, as assigned, of major events off-site for the Dean’s office as required (such as the Annual Faculty Dinner)
*  Occasionally negotiate rental fees for clients outside of Haas for Dean’s Office

Process Development and Implementation:
*  Develop and implement a comprehensive event coordination process for the Dean’s events including check-list; event logistics templates for annual events, etc.
*  Assist with the implementation of school-wide recommendations to improve event management at Haas

Accounting
With assistance from the Dean’s Assistant:
*  Prepare contracts, exceptional memos, and any other pre-event work accounting
*  process post-event accounting (entertainment and non-entertainment check
*  requests for vendor payment upon completion of event) process travel and entertainment reimbursements for guest speakers
*  monitor accounts in process

* Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
*  Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure.
*  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.
*  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.