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.