About Berkeley The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date The First Review Date for this job is: April 3, 2019
Departmental Overview The College of Chemistry has a long history dating back 150 years to the founding of the University of California at Berkeley in 1868, and is the only dedicated college to the chemical sciences that combines both scientists and engineers. The College of Chemistry's mission is to advance society through education and research, and comprises of 1,500 students and 15,000 alumni across two departments, the Department of Chemistry which includes Chemistry and Chemical Biology, and the Department of Chemical and Biomolecular Engineering.
UC Berkeley is ranked as the very best university in the world in the chemical sciences, and the College of Chemistry's two departments are consistently ranked among the very top programs in the nation. The groundbreaking research produced by the College of Chemistry's faculty and alumni has been recognized with 14 Nobel Prizes (4 faculty and 10 alumni) and 6 National Medals in Science, and has led to transformational improvements to our economy, environment, health, and livelihoods.
The College Relations & Development Events & Campaign Specialist is responsible for planning, organizing, and managing a wide variety of events, including: small intimate donor and prospect receptions hosted in key geographical regions or companies, advisory board dinners and meetings, and large signature events that re-engage and steward our College's students, faculty, alumni, staff, parents, corporate partners, and donors. The Event & Campaign Specialist also oversees the Undergraduate and Graduate Student Campaigns, including recruiting and inspiring our student leader volunteers, directing their crowdfunding campaigns, organizing their campaign kickoff and celebration events, and assisting with promotional activity.
Responsibilities 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.
Consults with clients on all details regarding events and event planning. Demonstrates good judgment in making decisions and managing events.
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 sponsorship, 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.
Demonstrates 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.
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
Working knowledge of a large campus environment - vision, mission, programs, policies, achievements and infrastructure.
Salary & Benefits This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $65,000 - $80,000.
For information on the comprehensive benefits package offered by the University visit:
How to Apply 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.
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.