Events Assistant (Event Specialist 2)

UCSF•San Francisco, CA

54d•$30 - $63•Onsite

About The Position

The Event Specialist 2 role in Conference Services supports the planning, coordination, and execution of events of varying scale, including departmental meetings, conferences, program events, symposiums, banquets, and VIP briefings. This role coordinates activities across Campus Life Services’ (CLS) conference center venues, including Mission Bay Conference Center, Millberry Union Conference Center, and the Aldea Center. Clients include UCSF faculty, staff, learners, as well as international dignitaries, government officials, nonprofit organizations, and corporate partners. The Vendor Specialist role in Retail Services involves administration and operational oversight of retail tenants for outsourced activities, projects and programs in collaboration with key stakeholders. Evaluates tenant logistical and performance capabilities, establishes tenant monitoring and tracking processes, and assesses tenant performance using a variety of vendor management strategies (e.g., service level agreements, operational audits, surveys, etc.) to ensure continuous improvement. Monitors participant satisfaction with retail services. Provides liaison to stakeholders/users of retail services and handles escalated problems and program appeals. This position requires professionalism and strong administrative capabilities to effectively support event programs. The ideal candidate demonstrates excellent written and verbal communication skills, strong organizational abilities, and keen attention to detail. They are able to quickly learn and utilize event management systems such as EMS and room layout software. The Event Specialist 2 is expected to build and maintain effective working relationships with colleagues, campus partners, and external clients. This role works closely with UCSF departments utilizing conference center venues and must be skilled at developing and sustaining relationships with key stakeholders. The successful candidate is a proactive self-starter who thrives in a fast-paced, team-oriented environment where customer service is a priority. They bring critical thinking and creative problem-solving skills to their work and are comfortable operating with a degree of autonomy under general supervision. Flexibility is essential, as this position requires availability to support events during evenings and weekends. The Vendor Specialist 2 position is an integral member of the retail team, supporting the daily administration of Retail Services operations. This role serves the needs of UCSF faculty, staff, learners, visitors, and vendors by demonstrating strong communication skills, proficiency in office and presentation software, creative problem-solving, independent initiative, and consistent follow-through. The Vendor Specialist 2 applies professional concepts and established policies and procedures to resolve routine issues and address problems of limited scope. The role follows standard practices in analyzing situations and data, enabling efficient and effective solutions. Responsibilities include conducting research and analysis, ensuring compliance with applicable policies and procedures, and supporting programs and projects for campus retail tenants. Work location: Mission Bay and Parnassus campuses.

Requirements

Minimum 1+ years relevant experience
Working knowledge of concepts, principles and practices of event planning and production and public relations.
Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling.
Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics.
Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues / problems that need to be brought to the attention of higher level staff and / or management
Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists
Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support

Nice To Haves

Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

Responsibilities

Applies professional vendor management concepts to support administration and operational efficiency of our outsourced retail tenants’ day to day operation, projects, and programs.
Under general supervision, helps establish systems and procedures to ensure and enhance overall quality of the services provided by our retail tenants.
Assists in monitoring our partner (i.e. facilities, real estate) and retail tenants’ performance against their leases, MOU, and/or service level agreements.
Participate in operational implementation of new retail tenant and program changes impacting retail services
Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking / transportation, catering, etc.
Plans, organizes and implements events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP meetings. This includes organizing events details such as room layouts, catering recommendations, audio visual requests, parking and transportation requests, as well as other misc. request (such as wayfinding signage).
Works with operational support staff who partner on providing services to conference and event services.
May need to work with client(s) and/or campus partners “on event days” to assure event success. This will include assisting with moving furniture for proper room setups, providing basic audio-visual system support, and direction to catering providers.
Manages “day of” activities for events (variable schedule may include mornings, evenings, and weekends/holidays as needed).
Demonstrates good judgement, effective decision making, and problem resolution skills.
Has the ability to recognize and deal effectively with real and potential problem areas.
Demonstrates ability to provide high level of customer service.
Proficient with use of event scheduling software (currently EMS) as well as room layout software and Outlook.
Assists in developing service level agreements and sending post event invoices and surveys.
Works with manager or lead to resolve complex issues.
Research, analyze and resolve data and compliance issues.
Perform other tasks as needed