Events Assistant

Please note: this is a temporary assignment (6 months) with potential to extend.

UCSFs Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects fill in for regular employees who are on vacation or leave or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Position Summary:

The Events Assistant (Event Specialist 2) provides administrative operational and logistical support for Conference Services and Retail Services within UCSF Campus Life Services. This position supports the planning and execution of conferences meetings symposiums banquets VIP events and other campus programs while also assisting with the administration and operational oversight of campus retail programs and tenants.

The role works with a diverse range of clients and stakeholders including UCSF faculty staff learners visitors vendors tenants campus partners nonprofit and corporate partners and external clients. The successful candidate will be organized customer-focused adaptable and comfortable managing multiple priorities in a fast-paced team-oriented environment.

Conference & Event Services

• Assist with planning coordinating and executing events of varying sizes and complexity including conferences symposiums program events banquets meetings and VIP briefings.
• Coordinate event logistics including room layouts catering audiovisual requests parking and transportation signage and other event-related needs.
• Work closely with clients campus partners vendors facilities staff catering providers and other operational teams to support successful events.
• Provide on-site support during events including assisting with room setups basic audiovisual support and coordination with service providers.
• Manage day-of-event activities and respond to operational needs as they arise.
• Use event scheduling and room-layout software including EMS as well as Outlook.
• Assist with service-level agreements post-event invoices surveys and other event-related administrative activities.

Retail Services

• Support the day-to-day administration and operational efficiency of outsourced retail tenants programs and projects.
• Assist with developing and maintaining systems and procedures that support service quality.
• Monitor tenant and partner performance in accordance with leases memoranda of understanding and/or service-level agreements.
• Research analyze and help resolve operational data and compliance issues.
• Participate in the implementation of new retail tenant and program changes.
• Support ongoing communication and coordination with internal and external stakeholders.

General Responsibilities

• Exercise sound judgment and problem-solving skills when addressing routine operational issues.
• Identify issues requiring escalation to management.
• Build and maintain effective working relationships with clients vendors tenants colleagues and campus partners.
• Manage competing priorities while maintaining a high level of customer service.
• Perform other duties and assignments as needed.

Required:

• 12 years of relevant experience.
• Working knowledge of event planning and production concepts principles and practices.
• Strong organizational skills and demonstrated ability to coordinate multiple details and schedules.
• Excellent interpersonal and written/verbal communication skills.
• Demonstrated judgment decision-making and problem-solving abilities.
• Ability to work effectively with diverse groups and stakeholders.
• Ability to work professionally under pressure and meet tight deadlines while providing excellent customer service.
• Demonstrated proficiency with Microsoft Office applications including Word Excel PowerPoint and Access.
• Bachelors degree in a related field and/or equivalent experience and training.

Preferred:

• Knowledge of UCSFs campus programs policies mission goals infrastructure and operations.
• Experience working in a university healthcare conference/event hospitality vendor-management or similarly complex environment.
• Experience with event scheduling room-layout or event-management software.