Event Coordinator (6292U), Univ Dev and Alumni Rel - #78773

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

University Development and Alumni Relations (UDAR) strengthens Berkeley's excellence through engagement with alumni, parents, undergraduate and graduate students, and friends of the University. UDAR also raises public awareness about Berkeley and increases private philanthropy. UDAR provides overall direction for the campus's philanthropic advancement strategies and works to strengthen unit development in partnership with campus fundraisers. The Division handles a range of central activities and services encompassing communications, stewardship, prospect development, gift management, and more.

External Relations serves and engages the university's external and internal constituencies through programs, events, awards, and services. They also advise the university community on all protocol matters, including visits by high-ranking government officials, the UC Office of the President, Regents, and other dignitaries.

Position Summary

Supports External Relations and Marketing Communications within University Development and Alumni Relations in the planning and execution of campus-wide events by managing a wide range of logistics and operational tasks. Responsibilities include coordinating facilities, ticketing, audience services, and vendor relations, as well as overseeing catering arrangements, budget tracking, and customer service. Facilitates clear communication and service coordination with campus administrators, guest speakers, and attendees to ensure seamless event experiences.

Application Review Date

The First Review Date for this job is: 06/19/2025.

Responsibilities

Plans, organizes, and/or staffs specific event segments of larger or more complex events, such as parking/transportation, catering, etc.

• Maintain event databases and track guest responses.
• Create, customize, and maintain registration systems for events; specialized knowledge of which system is best for each event.
• Manage budgets for event income and expenses.
• Handles procurement, including every activity involved in obtaining the goods and services needed to support events such as vendor identification, requesting proposals, the vendor process, disbursements, etc.
• Assist, as needed, on matters of protocol and university ceremonies, such as ceremony regalia, ceremonial flags, Ph.D. robing, etc.
• Organize reservations and ticketing for events.

Manages moderately complex events.

• Act as key contact for key stakeholders, such as the Chancellor's Office, UDAR fundraising teams, and/or campus partners.
• Coordinate details of events with campus academic and service units.
• Create, maintain, and distribute event schedules and other relevant information.
• Serve as staff host at selected events planned by the unit, greet guests, and troubleshoot throughout the event.

Supports operations for the External Relations Team.

• Assist with the various awards programs, including facilitating the printing of citations and the engraving of medals.
• Oversee and maintain departmental inventory, including C and F parking permits for visitors, credit card/hotspot equipment, mobile phones, ERMC golf cart reservations, and employee office supplies.
• Act as the External Relations Payment Card Industry Data Security Standard Coordinator and ensure the team remains compliant.
• Maintain and restock the External Relations Gift Catalog and fulfill orders.
• Support the Associate Senior Director with budget planning and reconciliation.

Scouts potential locations, speakers, and vendors for future events.

• Create and maintain a list of local and regional event venues.
• Establish and maintain a list of active outside speakers available to campus and community groups.
• Manage the vendor process and protocol in BearBuy to ensure that Berkeley events, ceremonies, and programs are aligned with procurement policies and procedures.

Oversees operational support staff.

• Supervises the work of 4 students year-round.
• Recruits, manages, and trains volunteers at Homecoming (~100), Commencement (~50), and December Graduation (~20).

Required Qualifications

• Minimum 2 years of working knowledge and experience with events at a nonprofit organization, educational organization, higher education institution, or corporate entity (such as a catering company), its programs, policies, mission, goals, objectives, achievements, and infrastructure.
• Thorough knowledge and understanding of concepts, principles, and practices of development and alumni relations event planning, including event design, organization and production.
• Skills to effectively meet budgetary and time constraints.
• Demonstrates organizational and project management skills to work successfully with partner-clients to produce high-quality campus-wide events that meet partner-client needs and appropriately represent the campus for development, public, and alumni relations events.
• Highly developed interpersonal communication skills, including political acumen and social perceptiveness, to appropriately represent the campus to alums, donors, parents, students, vendors, and the general public.
• Proven ability to work with diverse groups, including, but not limited to, alums, donors, parents, students, university VIPs, staff, faculty, the general public, production personnel, technical operators, and vendors.
• Excellent verbal and written communication skills to effectively communicate with a variety of populations with competing priorities.
• Highly developed judgment, decision-making, and problem recognition/avoidance/resolution skills, including the skill in determining real or potential issues/problems that need to be brought to higher-level staff or management's attention.
• Proven ability to work on several tasks simultaneously, including effectively coordinating numerous details for concurrent complex events.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
• Ability to efficiently balance priorities and deadlines for a large volume of diverse tasks, meeting both established and tight deadlines.
• Demonstrates good judgment in making decisions and managing events.
• Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation, and evaluation.
• Knowledge and skill to set and monitor work standards and protocols.
• Strong knowledge of Google Workspace, Microsoft Office Suite software, Macintosh platform, Zoom.us, and databases.
• Working knowledge of web applications and platforms, such as online registration, web forms, website content management systems, and app building.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Knowledge of and/or can quickly learn university policies and procedures relating to the use of university facilities, event management, presentation, accessibility, purchasing, and entertainment.
• Working knowledge of Adobe InDesign software.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly at an annual rate and is eligible for UC 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 annual salary range that the University reasonably expects to pay for this position is $75,250.00 - $80,250.00.

How to Apply

• To apply, please submit your resume and cover letter.

Driving Required

• Required to hold valid driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program.

Other Information

• This is not a visa opportunity.
• This position is eligible for up to 40% remote work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

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.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. 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 status under state or federal law.