Facilities, Operations, and Event Coordinator
UC San Diego
Facilities, Operations, and Event Coordinator
Filing Deadline: Wed 9/30/2020
Salary Range: $23.96 - $26.84 /hour
A unit within the portfolio of the Vice Chancellor-Equity, Diversity & Inclusion, the Black Resource Center (BRC) is envisioned as a supportive community space with offerings that include academic support services, mentoring/leadership development, co-and extra-curricular programming, and non-academic counseling, among other things, for all UC San Diego students. The Center is not intended to be duplicative but rather will leverage existing resources and bring them together in a single location thus creating a sense of place and community and providing an important support system particularly for African and African American students on campus.
Incumbent provides high level administrative and programmatic support to the BRC. This includes managing the day-to-day operations, BRC infrastructure, facilities management, and student program/event coordination and logistics for the BRC. Incumbent develops, analyzes, interprets, and implements policies and procedures for the operations of the BRC, including front desk operations, facility usage, implementation of and adherence to financial protocols & procedures, and requests for information and referral. The incumbent acts as the primary fiscal transaction preparer (MyEvents, MyPayments, MyTravel, Express Card purchases, etc.) for the BRC.
Incumbent serves as liaison with Facilities Management, IT, Marketplace, ACT, CMS, EVC business office and VC EDI Office to ensure the infrastructure needs of the BRC are met. Incumbent also oversees and coordinates student volunteer program, intern schedules, and BRC usage calendar to ensure maximum coverage and support of BRC programs. Incumbent manages staff travel, generates all PR and promotional materials (website, social media, correspondence) and as needed is assigned projects of a highly confidential and sensitive nature.
• Occasional overtime may be required. Must be willing to work weekends and evenings as needed.
• Please submit a cover letter for a complete application.
• Graduation from a four year college/university with relevant Bachelor's Degree; and/or equivalent combination of education, experience, and skills to perform the functions of the job.
• Proven experience with successful event planning and organization of special events, including familiarity with general accepted practices of the industry. Skills to handle logistics of a wide variety of special events including meetings, staff appreciation socials, lectures, seminars, and workshops.
• Demonstrated advanced skills with a wide range of computer software, including calendar, spreadsheet, word processing and database applications.
• Excellent interpersonal skills. Ability to interact in a positive manner with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students using a high degree of tact, diplomacy, flexibility and discretion.
• Strong ability and knowledge of grammar, spelling, punctuation and usage to compose letters, emails, and other written documents.
• Demonstrated ability to properly assess student crisis and provide appropriate referrals and support.
• Thorough knowledge of University purchasing, entertainment, travel and reimbursement principles and policies.
• Skill and ability to analyze, plan, develop, coordinate and implement office systems to ensure efficient operation. Skill to operate standard office equipment such as fax, copy machine, telephone systems.
• Experience in providing day-to-day work direction to students; ability to oversee and direct the work of multiple student employees.
• Demonstrated experience working independently and prioritizing a complex set of projects with multiple deadlines in order to meet highly critical objectives.
• Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.
• A background check is required.
• Must be able to push, pull, lift > 50lbs in order to move tables, chairs, and other event equipment as needed.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html