Event Planner (6292U), ASUC Student Union - 71034

$72,600 - $90,000/Yr

University of California - Berkeley, CA

Full-time - Entry Level

Berkeley, CA

Educational Services

About the position

The Event Planner at the ASUC Student Union of the University of California, Berkeley, plays a crucial role in planning, organizing, and implementing a variety of events and functions. This position is responsible for managing complex and high-visibility events, which may include symposiums, conferences, program events, banquets, and department meetings. The Event Planner will work closely with clients to determine their event requirements, analyze details regarding catering, travel arrangements, and other logistical needs. This role requires a proactive approach to event management, ensuring that all aspects of the event are executed smoothly and effectively. In addition to event planning, the Event Planner will handle day-to-day operations of the Events team, responding to client and vendor inquiries, scouting potential locations and vendors for future events, and assisting co-event planners during high-profile events. Post-event responsibilities include completing budget forms, meeting with clients to collect feedback, and evaluating the success of the events. The Event Planner will also be expected to provide concierge-style customer service to all clients, ensuring that their needs are met and that they have a positive experience throughout the planning process. The ASUC Student Union aims to create an inclusive campus community that enhances the student experience at UC Berkeley. The Event Planner will contribute to this mission by providing quality services and programs that foster experiential learning opportunities. This position is a full-time, contract appointment, eligible for UC benefits, with the possibility of extension based on continued funding.

Responsibilities

• Plans, organizes, manages, handles negotiations, and implements complex and/or high-visibility events, venue reservations, and group travel arrangements.
• Consults with clients to determine and analyze event requirements on all details regarding conferences, catering, events, and group travel arrangements.
• Identifies program requirements and budget parameters for each group.
• Conducts comprehensive event planning for complex events, including conception, design, development, coordination, implementation, and post-event evaluation.
• Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
• Demonstrates good judgment in making decisions and managing events.
• Conducts research on the history of each group.
• Develops housing and dining service projections for each group and prepares appropriate documentation utilizing event planning and booking software.
• Prepares detailed specifications for housing, dining, catering, and meeting arrangements for each assigned group.
• Evaluates completed programs and compiles summary reports for business booked.
• Prepares, reviews, and approves final group billings.
• Provides and directs departmental and University managers with program requirements. Oversees the implementation of each program and event.
• Exercises decision-making with on-site problems.
• Provides concierge-style quality customer service to all clients that submit a space reservation or event request.
• Responds to a high volume of client requests and inquiries.
• Enters reservations into the Event Management System to ensure that clients' requests are thoroughly and accurately reflected in the comments of reservations.
• Serves as Campus Major Events & Entertainment policy expert.
• Communicates policies and procedures to clients, sending all required forms and permits.
• Ensures policies and requirements are met by clients and that reservations reflect appropriate charges and comply with all policies.
• Independently and proactively identifies and resolves potential scheduling issues and problems by working with campus partners, performing research, and vendor/client follow-up.
• Reviews operational and campus policies and procedures and makes recommendations to the Director.
• Proposes catering, room and board rates, and service package rates by analyzing economic trends and comparable facilities.
• Mentors and oversees the work of student staff.
• Scouts potential locations and/or vendors for future events.
• Prepares room assignments, diagrams, and housing lists for groups as needed.
• Contributes to and participates in long-range unit planning.

Requirements

• Strong organizational and project management skills, working with cross-functional teams.
• Strong computer skills: Microsoft Word, Excel, and Google Apps.
• Interest in learning Event Management Systems software, Google Apps, Visio, and Social Tables.
• Excellent written and verbal communication skills.
• Proven expertise in project management and willingness to learn new processes.
• Skilled in multi-tasking, problem resolution, prioritizing, and meeting deadlines.
• Self-starter who takes initiative, is highly reliable, and is punctual.
• Polished and professional when dealing with all clients and colleagues.
• Ability to work both independently and as part of a team in an often-hectic environment.
• Bachelor's degree in a related area and/or equivalent experience/training.

Benefits

• Comprehensive benefits package offered by the University of California.
• At least 80 hours (10 days) of paid time per year for professional development activities.