Sr. Meeting and Event Planner - 40531-1A

Updated: Aug 8, 2022
Location: Irvine-Campus
Job Type:
Department: Student Ctr & Event Services

Job Opening ID: 40531
Reports To: Sr. Manager, Event Services
Working Title: Sr. Meeting and Event Planner
Department: Student Ctr & Event Services
Bargaining Unit: 99
FLSA: Exempt
Payroll Job Code: 006292
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5 M-F
Employee Class: Career
 
Position Summary:
 
The Division of Student Affairs is committed to developing the whole student by ensuring your life outside of the classroom complements your academic endeavors. This means providing enriching opportunities that affirm your experiences. Our efforts are guided by student learning outcomes within the following domains: • Civic & Community Engagement • Leadership Development • Diversity & Global Consciousness • Professional & Administrative Skills • Personal Responsibility The UCI campus is an exciting and dynamic place where you will engage in experiences that will be inspirational, life changing, and may also challenge your current thinking Student Center & Event Services provides the campus community and its guests with a variety of services and venues for social, recreational, cultural, and educational pursuits and is the primary resource for individuals/groups interested in holding a meeting, seminar, summer conference program or other event at UC Irvine.
 
Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of moderately complex and / or medium-size events. Under the general supervision of the Senior Manager, Event Services, act as the primary representative and contact person for all conferences, meetings, and events hosted by RCOs, campus departments, and off-campus companies and organizations. Develop on and off-campus conference business. Reserve conference facilities inside the Student Center and various other spaces; coordinate with operational staff on issues pertaining to equipment and event setup. Develop operational plans and room diagrams. Be present at large special events to ensure all client needs are satisfied. Coordinate with on and off-campus vendors to secure goods such as copying services.
 
Compensation Range:
 
Commensurate with experience
 
Department Website:
 
Required:
 
3 years of event planning experience
Bachelor's degree in related area and / or equivalent experience / training.
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. 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. Ability to give clear directives and use independent, rational judgment to make optimal decisions. Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation. Ability to effectively work with invited guests, donors, government officials and university VIPs. Knowledge and skill to set and monitor work standards and protocols. Experience with supervision of student staff. Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. 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 for fundraising events. Skills to provide excellent donor stewardship. Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities. Demonstrates good judgment in making decisions and managing events. Skill in effectively meeting budget and time constraints. Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines. Knowledge of conference center operations procedures.
 
Preferred:
 
Ability to use EMS scheduling program. Ability to use computer program (e.g., Social Tables, Room Viewer, Meeting Matrix) to create diagrams. Ability to use Iris Coordinator scheduling program. Certified Meeting Professional (CMP). Knowledge of sound systems and audiovisual equipment.
 
Special Conditions Required:
 
• Must be willing to work occasional early morning, evenings, weekends, and holidays as workload demands. • Must be willing to be on call during assigned events. • Must possess a valid California driver’s license.
 
Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:
  • Background Check and Live Scan
  • Legal Right to work in the United States
  • Vaccination Policies
  • Smoking and Tobacco Policy
  • Drug Free Environment
The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.
  • California Child Abuse and Neglect Reporting Act
  • E-Verify
  • Pre-Placement Health Evaluation
Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected].
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