Working @ Haas

Human Resources

Events Assistant & Analyst

Job Title: Events Assistant & Analyst (4722C) #24252
Job ID: 24252
Location: Main Campus-Berkeley
Full/Part Time: Full-Time
Department: Haas Core Programs
Regular/Temporary: Temporary

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html

Departmental Overview

The Haas School Business (“Berkeley Haas”) is one of the pre-eminent business schools in the world. The school employs ~ 80 FTE ladder faculty, 130 professional faculty and 230 FTE staff serving 2,200 students in six degree programs – three of which are “self-supporting.” In addition, the school is home to a strong and growing Executive Education unit which serves both domestic and international executives.Berkeley Haas supports a multitude of research, teaching and public service institutes as well as two research laboratories, the Long Business Library, and an on-site cafe. Staff is organized across many functions including admissions, career services, computing, financial aid, student affairs, payroll, business services and facilities. The school provides business and financial leadership/expertise to the campus and is served by an international advisory board of business and industry leaders.

The school’s annual budget is in excess of $150 million and boasts an endowment of more than $300 million. The complexities of the school’s finances include non-state funded faculty FTE, self-funded degree programs (and corresponding independent fee approval and registration processes), over 300 funds of all types (central, student fees, recharge, gifts, endowments (held at both the Regents and Berkeley Foundation) contracts and grants), and multiple loan programs some of which are self-funded and insured. Further, the Berkeley Haas senior staff, Dean, faculty and advisory board demand robust year-end financial statements.In short, the school has the highest standards for financial management AND it has an incredibly complex professional school financial system given the unique activities of the school.

The Alumni Relations Office at the Haas School of Business is charged with engaging and educating its39,000 living alumni, shaping leaders who redefine how business is done. This process involves developing over 60 networking, content and fundraising events annually; creating engagement strategies; managing alumni volunteers; and communicating the benefits and services offered by various units and centers of the school.

The Alumni Relations team, consisting of 11 full-time staff members, also oversees the work of 30 alumni chapters, provides career and online services, manages the alumni website and two virtual, online communities, and connects current students to the alumni community. Reporting to the Director of Alumni Relations (AR), the incumbent supports the work of the AR unit, assisting their ongoing efforts to engage alumni and other supporters of Berkeley Haas.


Responsibilities

The incumbent works closely withAssociates, Events Specialists, Director and Executive Director of AR to provide customer service as well as administrative support in advance of, during, and after signature events including the Berkeley Haas Celebrations in Silicon Valley and San Francisco, Volunteer Leadership Conference & Dinner, Alumni Conference, MBA Reunion Weekend, The Berkeley Leader: Live! and more. At a minimum, this includes working the Berkeley Haas Celebrations in Silicon Valley and San Francisco as well as MBA Reunion Weekend and Alumni Conference (with multiple program components); event dates include February 7, March 14, and April 27-29, 2018.

The incumbent assists with a wide range of activities that promote signature events as a benefit and service provided by the Alumni Relations Office. His/her primary function is working on a high volume of event-related activities including, but not limited to,

  • Cvent event registration set-up and maintenance,
  • email and print marketing campaigns,
  • attendee list and data management,
  • registration payment processing and reconciliations,
  • name tag production,
  • registration kit assembly, and
  • on-event staffing for all the aforementioned events.Working closely with Associates, Events Specialists, Executive Director and Director of AR, s/he assures timely, complete and accurate creation and assembly of event materials and resources.

    Additionally, evening and weekend work is required.

S/He will be required to work (at a minimum) the Berkeley-Haas Celebrations in Silicon Valley and San Francisco as well as MBA Reunion Weekend and Alumni Conference (with multiple program components); event dates include February 7, March 14, and April 27-29, 2018. As a forward-facing staff member on-event, the incumbent must consistently demonstrate diplomacy and sensitivity in all customer service matters to reflect favorably on the school and its values.

The incumbent will also assist with other administrative duties, including those that support the alumni community and its volunteers.

Responsibilities include:

  • Create and/or manage numerous complex and diverse Cvent event registration webpages for signature events.
  • Troubleshoot and communicate all issues related to the software program; resolve unusual or sensitive problems.
  • Using Cvent, create, edit and send email save the dates, invitations, reminders, confirmations, and post-event surveys for signature events.
  • Work in close partnership with the program lead and event specialists to build invitation lists and draft email copy.
  • Post signature events to the web-based events calendar.
  • Assist with print marketing projects for MBA Reunion Weekend and Alumni Conference.
  • Manage the internal review and proofreading process
  • Manage and assist with event materials and pack lists including but not limited to the preparation and printing of name tags, attendee lists and rosters, directional signage, donor and class campaign signage, and faculty handouts (if applicable) assembly of registration kits, inventory, organization, and ordering (as needed) of lanyards, ribbons, speaker gifts, participant swag, and Haaspitality table collateral.
  • Track, monitor and produce registration and attendance lists by compiling and combining data sets from Cvent and CADS; prepare and disseminate lists as appropriate.
  • Provide post-event report of constituent data updates including employment, contact information, etc. to Advancement Services.
  • Manage all event registration payment including refunds, and phone and onsite registration using a wireless terminal; requires terminal training and compliance. Calculate, deposit and report event revenue.
  • Serve as the onsite registration lead for signature events. Welcome guests, manage onsite registrations, troubleshoot attendance issues, display and refresh event materials, pack and unpack event materials, and provide customer support.
  • Respond promptly to all email communication to the unit’s events@haas.berkeley.edu inbox in addition to personal email and telephone accounts. Provide customer service demonstrating knowledge, resourcefulness and diplomacy. Respond to requests and questions promptly, clearly and courteously.
  • Complete other administrative duties as needed and as requested by the executive director and the director of the Alumni Relations team.

Required Qualifications

  • Must possess strong attention to detail, organizational and time management skills, and be able to meet deadlines
  • Must be proficient with data analysis and reporting as well as list management using Excel/Google Sheets
  • Knowledge and experience in Google Suite and Microsoft Office applications such as Word, Excel, and PowerPoint is a must
  • Excellent written, verbal and interpersonal skills
  • Strong independent problem solving and critical thinking skills
  • Flexibility in adjusting priorities and managing multiple projects to meet stringent deadlines
  • Ability to work with limited supervision
  • Demonstrated ability to exercise good judgment
  • Work well under pressure
  • Self-starter and self-motivated
  • Working in a collaborative, team environment
  • Customer service experience
  • Familiarity with basic HTML or WYSIWYG

Preferred Qualifications:

  • Proficient with Cvent or another event management software (i.e. RegOnline, Eventbrite)
  • Experience with Cal Advancement Data System (CADS)
  • Experience working with designers, printshops and mailhouses
  • Experience with Illustrator, Photoshop, or InDesign
  • Development/Advancement Services background
  • College education

Salary & Benefits

Salary: $27.35 per hour

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

To apply, please visit http://jobs.berkeley.edu. Please submit the cover letter and resume as a single attachment when applying.

Other Information

This is a limited appointment with a duration of 5 months.

Equal Employment Opportunity

The University of California 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, or protected veteran status. For more information about your rights as an applicant see:
http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct