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University of California, Berkeley Looking for Associate Event Coordinator (6298U) Job 58475 – Simons Institute Full Time
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world’s leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Departmental Overview
The associate event coordinator plays an integral role on the Programs Team, providing logistical support for events. This position offers excellent opportunities for learning and growth in these areas, as well as extensive training in University processes.
The primary area of responsibility is in providing support for Simons Institute workshops, symposia, fundraising/outreach events and social events. Diverse duties may include, among others, booking lodging and catering, processing receipts, and venue setup. Although he/she/they will in most cases serve a supporting role in the coordination of an event, the incumbent may also serve a lead coordinating role on a limited number of events over the course of the semester, under the guidance of the director of operations and planning and the associate director.
The associate event coordinator may monitor and make design and text edits to the Institute’s electronic communications, including website content, electronic display screens, event registration pages, and other channels. Various minor design tasks may be assigned, where appropriate. The associate event coordinator may create meetings, webinars, and other virtual evets in Zoom, monitor these events, and coordinate with the Institute’s information technology experts on recording and streaming these events on YouTube.
This position offers an opportunity to join a dynamic team in a start-up environment within the University. The Simons Institute for the Theory of Computing was established on July 1, 2012. The ideal candidate will thrive in a collaborative environment where team members often work outside defined roles.
This position may require participation in occasional evening and weekend events.
Application Review Date
The First Review Date for this job is: 9/12/23 – Open Until Filled
Responsibilities
80% Provide logistical and administrative support for Simons Institute workshops, symposia, fundraising/outreach events, and social events. Diverse duties may include, among others: venue setup; booking and managing catering for meals, receptions and workshop breaks; booking hotel rooms and room-blocks; maintaining supply inventory; updating event webpages; managing event registration; coordinating with speakers (collecting talk titles, abstracts, bios, etc.); creating virtual events on Zoom and coordinating with information technology experts on recording and streaming these events on YouTube; and generating event-attendance reports. May serve a lead coordinating role on a limited number of events over the course of the semester, under the guidance of the director of operations and planning and the associate director.
10% As a member of a dynamic, collaborative team in a “start-up” environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.
5% Provide support for efforts to ensure an ideal environment for collaborative research for the visiting and resident scientists. Duties include various logistical and administrative tasks related to database management, academic appointments, visas, and social events.
5% Provide backup staff support at Reception, as necessary.
Required Qualifications
- Required: Extraordinary thoroughness and attention to detail in all aspects of work, especially: written language (spelling/punctuation) and numbers (accuracy/arithmetic). Great skill and accuracy in both of these areas are essential for this role.
- Required: Outstanding written communication, including the ability to produce flawless, cordial emails and documents, precisely tuned to context and refined and accurate in visual presentation.
- Required: Outstanding interpersonal skills; capacity and inclination to cultivate goodwill and foster harmonious outcomes, to help visitors feel welcome and supported, and to support and inspire colleagues at all levels to do beautiful, polished, and efficient work, in service of the Institute’s mission.
- Required: Outstanding oral communication, specifically the ability to communicate with clarity, precision and good cheer to a variety of constituencies, including visiting scientists, resident faculty and staff, and campus partners. Included here are receptive communication skills, especially the ability to detect misunderstandings early on, and calibrate style and level of detail to the occasion.
- Required: Outstanding project- and time-management skills, specifically the ability to plan and execute numerous projects with complex and overlapping timelines. Included here are all of the disciplines of project management, including translating goals into specific actions; building and implementing a complex timeline; foreseeing difficulties and delays; building contingency plans; eliciting timely responses from recalcitrant colleagues; and pivoting efficiently among projects, without falling behind on, or losing track of, the numerous isolated or recurring tasks that fall outside of large projects.
- Required: Excellent command of basic computing tools and software (MS Word, Excel, PowerPoint, Google docs, Google calendar, etc.). Excellent technical aptitude for mastering new computing tools.
Preferred Qualifications
- Desired: Knowledge of campus policies regarding travel and entertainment, and procurement. Familiarity with University procedures for procurement and related activities, including experience with online systems such as BearBuy, BFS, and the ERSO Intranet.
- Desired: Experience with various software tools including: Salesforce or other constituent management databases (including the ability to generate useful reports according to provided specifications), online registration tools, email marketing tools (e.g. MailChimp), and Drupal or another website content management system; HTML experience also desirable.
- Desired: Familiarity with relevant internal and external constituencies, including the campus scientific community, and the international theoretical computer science community.
- Desired: Experience in event coordination; UC Berkeley Event Planning Certification also desirable.
- Desired: Experience and skill in simple graphic design, using applicable software tools (e.g. Adobe design suite).
- Desired: Bachelor’s degree
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California’s Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is $33.50 – $45.50.
Referral Source info
This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of “UCB Employee“. Then enter the employee’s Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email.
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.
Equal Employment Opportunity
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, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
https://www.eeoc.gov/sites/
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
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