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Events, Marketing, & Space Allocation Coordinator

UC Hastings

Events, Marketing, & Space Allocation Coordinator

San Francisco, CA
Full Time
Paid
  • Responsibilities

    EVENTS, MARKETING, & SPACE ALLOCATION COORDINATOR

    CLASSIFICATION: Level 2 / Class Code 2020 / Non-Exempt / Full-Time/ Benefitted / Represented

    HIRING SALARY RANGE: $25.51 - $31.25 per hour (commensurate with qualifications)

    THE ROLE

    The Events, Marketing, & Space Allocation Coordinator, within the Special Events & Guest Services Department under the supervision of the Chief Operating Officer, is the lead for the creation and development of a robust Events Program, utilizing marketing acumen to allocate excess space capacity on the campus to generate auxiliary revenue through efficient, mission-aligned use of the UC Hastings Law campus by outside clients and university-generated programs. Additionally, the Events, Marketing, & Space Allocation Coordinator is responsible for campus-wide scheduling, via the campus scheduling software Ad Astra, and for maintaining the College's master calendar. 

    RESPONSIBILITIES

    The Events, Marketing, & Space Allocation Coordinator must understand how to utilize budgeting and forecasting to develop strategies to meet revenue goals while maintaining exceptional levels of service for internal and external clients. Typical duties and responsibilities consist of, but are not limited to, the following:

    • Plan and implement a diverse spectrum of events on the UC Hastings campus ensuring precise execution to garner repeat clients;
    • Ensure exceptional customer service to all clientele, including internal and external constituents, many of whom are VIPs important to the reputation of the College;
    • Provide consultation to event coordinators in departments, centers, and student organizations to assist with scheduling, planning, and implementing events;
    • Oversee campus-wide scheduling, via management of the campus scheduling software (currently Ad Astra), which requires both technical acumen as well as supporting the creation of policies regarding users and spaces along with careful coordination with multiple College departments such as IT and academic programs;
    • Oversee programmed use of the campus by internal and external groups, requiring sophisticated understanding of College policies, as well as sound discretion in responding to real time client and College needs, which may have competing interests;
    • Use sound discretion and judgment to implement space utilization conflict management policy to ensure that all needs are met while maintaining the reputation of the College and the department;
    • Maintain the College master calendar ensuring all approved events are posted in a timely, efficient, and useable manner for use by the internal and external community;
    • Liaise with other internal resource providers (e.g., IT/Media, Facilities, Safety & Security) to assign and track specific needs of internal and external event planners as well as coordinate internal projects (e.g., facilities renovations, campus construction);
    • Provide regular updates to other departments, including Alumni, Provost & Academic Dean's Office, Student Services, and Communications, to ensure that they are informed about on-campus events including provision of content for the Weekly (a student publication for campus information and activities);
    • Develop and maintain relationships with external clients interested in renting space/resources including participation in events associations and the like that can help to generate additional leads and interest;
    • Utilize marketing strategies to expand client base for conferences, workshops, and retreats;
    • Identify programs and clients for creation of a Summer Programs segment with multi-day programming that utilizes capacity in student housing over the summer along with any available student housing capacity throughout the year;
    • Consult and work with College departments, including Auxiliary Enterprises and Admissions, to coordinate provision of housing for overnight programming in alignment with UC Hastings Law student and Academic Village student residential needs;
    • Create, maintain, and update web-based platforms to expand client reach including internal and external websites as well as social media;
    • Negotiate contracts with existing and prospective clients consistent with College policies;
    • Produce and ensure timely payment of invoices by working closely with Fiscal and Purchasing to create financial workflows consistent with College policies;
    • Oversee student workers in support of events programming;
    • Organize, maintain, and oversee event supplies inventory;
    • All other duties as assigned.

    REQUIREMENTS

    EDUCATION AND EXPERIENCE

    • Bachelor's Degree preferred;
    • Minimum of 2 years of experience in event planning;

    KNOWLEDGE, SKILLS & ABILITIES

    • Technical acumen including with Microsoft Office and electronic scheduling software, such Ad Astra or similar room reservation system;
    • Established systems for project management and timely completion of tasks in high pressure environments;
    • Exceptional written and oral communication skills;
    • Superior interpersonal capabilities and customer service mindset towards the institution as well as members of the public;
    • Public relations and marketing experience;
    • Sound judgment and discretion;
    • Understanding of the unique needs of short-term facility use and associated maintenance;
    • Must have excellent organizational skills with strong attention to detail with a goal of achieving high quality and 100 percent accuracy in work.

    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

    FINANCIAL BENEFITS

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

    WORK/LIFE BALANCE BENEFITS

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

    THE HIRING PROCESS

    To apply:

    PLEASE NOTE: **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.