Events assistant (event specialist 2)

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

Job Function Summary:

The Event Specialist role in Conference Services involves the planning and organizing of event activities, including managing logistics such as facilities, audience management activities, concessionaires, caterers, and vendors, and facilitation of communication and services with speakers and facility maintenance staff; or provides technical support of these activities.

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Assists in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, and VIP briefings. May independently manage small, non-complex events.

Generic Scope

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Custom Scope

The Conference Services Event Specialist 2 supports the planning, coordination, and execution of events of varying scale, including departmental meetings, conferences, program events, symposiums, banquets, and VIP briefings.

This role coordinates activities across Campus Life Services’ (CLS) conference center venues, including Mission Bay Conference Center, Millberry Union Conference Center, and the Aldea Center.

Clients include UCSF faculty, staff, learners, as well as international dignitaries, government officials, nonprofit organizations, and corporate partners.

The Vendor Specialist role in Retail Services involves administration and operational oversight of retail tenants for outsourced activities, projects and programs in collaboration with key stakeholders. Evaluates tenant logistical and performance capabilities, establishes tenant monitoring and tracking processes, and assess tenant performance using a variety of vendor management strategies (e.g., service level agreements, operational audits, surveys, etc.) to ensure continuous improvement. Monitors participant satisfaction with retail services. Provides liaison to stakeholders/users of retail services and handles escalated problems and program appeals.

This position requires professionalism and strong administrative capabilities to effectively support event programs.

The ideal candidate demonstrates excellent written and verbal communication skills, strong organizational abilities, and keen attention to detail. They are able to quickly learn and utilize event management systems such as EMS and room layout software.

The Event Specialist 2 is expected to build and maintain effective working relationships with colleagues, campus partners, and external clients. This role works closely with UCSF departments utilizing conference center venues and must be skilled at developing and sustaining relationships with key stakeholders.

The successful candidate is a proactive self-starter who thrives in a fast-paced, team-oriented environment where customer service is a priority. They bring critical thinking and creative problem-solving skills to their work and are comfortable operating with a degree of autonomy under general supervision. Flexibility is essential, as this position requires availability to support events during evenings and weekends.

Retail Services

The Vendor Specialist 2 position is an integral member of the retail team, supporting the daily administration of Retail Services operations. This role serves the needs of UCSF faculty, staff, learners, visitors, and vendors by demonstrating strong communication skills, proficiency in office and presentation software, creative problem-solving, independent initiative, and consistent follow-through.

The Vendor Specialist 2 applies professional concepts and established policies and procedures to resolve routine issues and address problems of limited scope. The role follows standard practices in analyzing situations and data, enabling efficient and effective solutions.

Responsibilities include conducting research and analysis, ensuring compliance with applicable policies and procedures, and supporting programs and projects for campus retail tenants.

Work location: Mission Bay and Parnassus campuses.

Department Overview

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences.

Conference Services and Retail Services are part of Campus Life Services (CLS). CLS is located organizationally under Financial and Administrative Services (FAS.) CLS provides a diverse range of support programs and services to the campus community, including the following business units:

• Arts and Events
• Centralized Administrative Services
• Conference Services -Millberry Union, Mission Bay Conference Center, and Aldea
• Documents & Media
• Facilities Services
• Family Services
• Fitness & Recreation
• Housing Services
• Retail Services
• Sustainability
• Transportation Services: Shuttle Services, Fleet Management, and Parking Services

Conference Services is responsible for the planning, management, and execution of the university’s conference services strategy and oversees the Mission Bay Conference Center, Millberry Union Conference Center, and Aldea Center. Collectively, the conference centers offer dozens of designated meeting spaces, including executive boardrooms, outdoor patios, banquet rooms, auditoriums, and conference rooms. Conference Services is charged with developing new programs and services, including the success of a self-operated business model for both centers that meets the post-pandemic demand.

Retail Services is responsible for the planning, management, and execution of the university’s retail strategy and for overseeing contractual relationships with third-party vendors, including leases, contracts, performance, prices, etc. Retail Services is charged with providing a geographically dispersed campus with a variety of retail services, including food service, banks, vending, stores, etc. all while keeping costs low and service levels high.

Be a part of our team and Make Life Better for the UCSF community!

More information is available on the CLS website: https://campuslifeservices.ucsf.edu/cls/

RESPONSIBILITIES

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)

45%yes Retail Services Applies professional vendor management concepts to support administration and operational efficiency of our outsourced retail tenants’ day to day operation, projects, and programs.

Under general supervision, helps establish systems and procedures to ensure and enhance overall quality of the services provided by our retail tenants.

Assists in monitoring our partner (i.e. facilities, real estate) and retail tenants’ performance against their leases, MOU, and/or service level agreements.

Participate in operational implementation of new retail tenant and program changes impacting retail services

50%yes Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, etc.

Conference Services Plans, organizes and implements events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP meetings. This includes organizing events details such as room layouts, catering recommendations, audio visual requests, parking and transportation requests, as well as other misc. request (such as wayfinding signage). Works with operational support staff who partner on providing services to conference and event services. May need to work with client(s) and/or campus partners “on event days” to assure event success. This will include assisting with moving furniture for proper room setups, providing basic audio-visual system support, and direction to catering providers. Manages “day of” activities for events (variable schedule may include mornings, evenings, and weekends/holidays as needed).

Demonstrates good judgement, effective decision making, and problem resolution skills. Has the ability to recognize and deal effectively with real and potential problem areas. Demonstrates ability to provide high level of customer service. Proficient with use of event scheduling software (currently EMS) as well as room layout software and Outlook.

Assists in developing service level agreements and sending post event invoices and surveys.

5%yes Works with manager or lead to resolve complex issues.

Research, analyze and resolve data and compliance issues.

Perform other tasks as needed

100% total

QUALIFICATIONS

Knowledge, Skills and AbilitiesReq / Pref

Minimum 1+ years relevant experience

Req

Working knowledge of concepts, principles and practices of event planning and production and public relations.

Req

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

Pref

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.

Req

Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics.

ReqGood 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

ReqAbility to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists

ReqAbility to work professionally under pressure and under tight deadlines ensuring excellent customer service support

Req