ACADEMIC PROJECTS AND EVENTS SPECIALIST

PROVOST & ACADEMIC DEAN'S OFFICE

CLASSIFICATION: Class 1740 / Exempt / Full Time / Benefitted / Represented / Hybrid Eligible

ANTICIPATED HIRING RATE: $75,000 annually

THE ROLE AND RESPONSIBILITIES

Under the direction of the Director of Academic Program Services and in collaboration with the Provost & Academic Dean and Associate Dean for Research, the Academic Projects and Events Specialist is responsible for conceiving and implementing academic projects assigned by the Academic Dean and all facets of faculty events. This is a creative, technical, design, project management, administrative, and operations role. Typical projects include, but are not limited to:

Events Planning and Management:

• Managing and coordinating all logistics, and event administration, including travel arrangements, catering, room reservations and set-up;
• Managing and designing internal and external event publicity;
• Developing and overseeing events policy;
• Conceiving and coordinating events management systems;
• Supervising employees providing events support;
• Day-of event support, including VIP relations;
• Cultivating relationships with event spaces and vendors;
• Cross-department coordination and planning including master events calendar, room reservation system, and College Events policies;

Academic Projects:

• Coordinate space planning for the Academic Division (office and department moves, etc.);
• Communications management, and maintenance, including creation and maintenance of faculty online resources, social media relating to faculty and faculty events, and internal and external web pages promoting faculty and faculty scholarship;
• Faculty meeting coordination, support and administration;
• Cross-department coordination and planning related to academic projects and;
• Implementation and support of operational strategic plan elements associated with academic program;

Administration & Operations

• Assist Associate Dean for Research with managing day-to-day office including faculty research and events budgets and expenditures;
• Assist with design and implementation of faculty onboarding systems and projects;
• Lead and assist with contracting workflow, including salesforce contract systems, coordinating and implementing regular faculty and third party contracts, overseeing consultant contracts and payments relating to academic program initiatives and;
• Provide front office coverage and assistance as needed;

REQUIREMENTS EDUCATION AND EXPERIENCE

• B.A. and 3 years of relevant work experience required;
• Experience managing in-person and hybrid events including coordinating all logistics and  managing budgets;

KNOWLEDGE, SKILLS & ABILITIES

• Ability to solve problems using a combination of technology and people skills;
• Ability to get along with diverse persons and able to adjust to shifting priorities and expectations;  
• Ability to create and implement complex workflows and communicate them in simple terms to colleagues;
• Flexible, team player, and able to adapt and understand organizational structure;
• Advanced technical skills including  Zoom, MS Teams, Word, Excel, Outlook, and PowerPoint;  
• Experience designing and implementing communication campaigns, including via email, social media and print;
• Experience with webpage design;
• Prior experience with systems development and implementation of new technology;
• Prior project management systems design (policies, workflow, administrative, operations);
• Excellent communication skills, including written policy drafting;
• Creative and resourceful, with a good eye for event-planning details;
• Demonstrated ability to use Salesforce;
• Ability to work unusual hours depending on events schedules; and
• Ability to lift 25 lbs.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

THIS POSITION HAS BEEN DESIGNATED AS “SENSITIVE” AND REQUIRES A PRE-EMPLOYMENT BACKGROUND CHECK.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.