Events Specialist - 133332

The UCSD Department of Obstetrics, Gynecology and Reproductive Sciences is composed of 67 faculty clinical fellows, Assistant Project Scientists, Postdoctoral Scholars. The department is composed of 7 divisions: Obstetrics and Gynecology, Maternal-Fetal Medicine, Gynecologic Oncology, Reproductive Endocrinology and Infertility, Hospitalist, Complex Family Planning and Urogynecologic and Reconstructive Surgery. The department is currently ranked 3rd in the nation in NIH funding among ObGyn departments.

Participates in the planning, organizing, and implementing of events and functions for the Department of OB/GYN and Reproductive Sciences, which may include symposiums, conferences, workshops, program events, banquets, advisory board meetings, and Grand Rounds. May independently manage small, non-complex events.

Process all program expenditures including payment authorizations, travel reimbursements, honorariums and transactions related to program events and activities.

The Event Specialist ensures that event spaces are set up per specifications, including providing comprehensive planning, coordination and structure to the events. Be on-site for events to ensure client needs are met as needed. Advises on facilities, caterers, media services, for each event or activity. In addition, the Event Specialist manages and tracks reports on event data and surveys to ensure first-class services.

• Six years of related experience, education/training, OR a Bachelor's degree in related area plus two years of related experience/training.

• Extensive experience in successfully planning, designing and organizing professional events, including negotiating for venues and services. Ability to, with short notice, resolve problems related to a conference venue, service, or other associated matter.

• Experience using database programs such as Excel, to create databases, complete data entry, and keep track of information. Expertise using Canva, or other design programs.

• Working knowledge of concepts, principles and practices of event planning and production and public relations. Skill in coordinating all logistical aspects of large and small scale events, including knowledge of budget development principles and skills as they apply to events.

• 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. Thorough knowledge of event planning, marketing and organization of special events.

• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support. Demonstrated experience in a customer service role and knowledge of the principles of excellent customer service.

• Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics. Excellent written oral and written communication skills (including careful listening and reading of detailed information)

• 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. Knowledge of event planning, crowd control safety, and security and building code requirements related to public events in multi-functional spaces and venues

• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. Proven ability to work with individuals and groups from diverse cultural, ethnic socioeconomic and social backgrounds.

• Ability to work with, train, and motivate student part-time (student & temporary) employees.

• Demonstrated ability to function efficiently and productively as a team member with all the interpersonal skills required to build and maintain cooperative working relationships with a variety of individuals and campus units.

• Proven ability to independently analyze complex problems, research complex issues, draw appropriate conclusions, and develop and implement innovative solutions.

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

• Employment is subject to a criminal background check.

• Must be able to work flexible hours including holidays and weekend, as needed.

• Ability to occasionally lift, push, pull >25lbs in order to move tables, chairs and other event equipment as needed.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

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.

a. "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