Events & Communications Coordinator

University of California, Irvine•Irvine, CA

1d•Onsite

About The Position

The UC Irvine Stem Cell Research Center (SCRC) is a dynamic center encompassing a diverse array of interdisciplinary investigators across multiple schools. The SCRC manages multiple training programs and research services. The selected individual for the Events & Communications Coordinator role will apply a professional approach to plan and manage the execution of communications and events of moderate to high scope and complexity. This planning and implementation will require understanding and analysis of a variety of policy and procedural issues, data and information gathering, discovery and evaluation of alternatives, and sound judgment to provide and implement recommendations for action. This position is required to be on-site full time.

Requirements

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.
Working knowledge of common organization- or research-specific and other computer application programs.
Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing.
Proficient in ability to use discretion and maintain all confidentiality.
Demonstrates ability to use sound judgment in responding to issues and concerns.
Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
Proficient in ability to multi-task with demanding timeframes.
Working knowledge of applicable policy analysis techniques.
Bachelor's degree in related area and / or equivalent experience / training
2-3 years of relevant professional experience
Must be able to provide proof of work authorization

Nice To Haves

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

Responsibilities

Assist with the planning and logistics for all special seminars, tours, meetings, receptions, Stem Cell Awareness Day and Open House, Stem Cell Science Symposium, Monthly Community Lectures, co-sponsored symposium/conferences, vendor shows, tenure/retirement celebrations, and other activities on-and off-campus.
Arrange catering, parking, security, and signage, as well as reserving facilities.
Secure appropriate signature approvals, handle rentals, promotional items, and provide printed materials such as name tags, agendas, programs, and poster abstracts.
Manage contracts with event venues both on and off campus, oversee audio and visual requirements, coordinate filming and livestreaming, and schedule AV technical support as needed.
Obtain alcohol permits and licensed bartenders, secure pre-approval when necessary, manage online RSVPs, address questions from invitees, and serve as the primary point of contact for guest speakers.
Liaise between training grant trainees, faculty leadership, and SCRC administrative staff for training grant related activities as requested by the Academic Coordinator or the Chief Administrative Officer (CAO).
Track trainee applications, appointments, and activities.
Collect and compile data, and generate reports as requested by the Academic Coordinator or the CAO.
Process and complete speaker’s travel and honorarium reimbursements, business meeting expenses (lunch/dinner with faculty and students) and itineraries, create flyers, and facilitate email invites.
Facilitate internal and external communications using an email listserv, Constant Contact, and other resources as directed by, and with the approval of, the Academic Coordinator or CAO.
Manage event calendars and room bookings.
Serve as the point of contact for conference room and board room reservations.
Complete a variety of other event-related administrative duties as assigned by the Chief Administrative Officer.