EJIE Events and Operations Coordinator (Hybrid)

The University of California, Merced is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The hourly range the University reasonably expects to pay for this position is $25.63 - $29.66.

PLEASE NOTE: Although this position will eventual follow department's policy for hybrid work modality, the incumbant should expect to be on campus 100% of the time until such a time that job is fully mastered and a hubrid schedule meets business necessities.

The initial applicant review will take place on or around March 3, 2025 and posting may close anytime after that.

The University of California, Merced, is the newest of the University of California system's 10 campuses and the first American research university built in the 21st century. With more than 9,000 undergraduate and graduate students, UC Merced offers an environment that combines a commitment to diversity, inclusion, collaboration and professional development. With bachelor's, master's and doctoral degree programs, strong research and academic partnerships, and community involvement, the UC Merced campus is continually evolving and requires talented, knowledgeable and dynamic educators, researchers, management and staff.

Ranked among the best public universities in the nation by U.S. News and World Report, UC Merced is uniquely equipped to provide educational opportunities for highly qualified students from the San Joaquin Valley and throughout California. The campus enjoys a special connection with nearby Yosemite National Park, is on the cutting edge of sustainability in construction and design and supports the economic development of Merced and the region.

The Merced 2020 Project, a $1.3 billion public-private partnership unprecedented in higher education and completed in 2020, nearly doubled the physical capacity of the campus, enhancing academic distinction, student success and research excellence. UC Merced also operates the Downtown Campus Center, a $33 million, three-story administrative building located in the heart of Merced.

The university's mission of educational excellence and rigorous inquiry is powered by three schools and numerous research institutes and centers that seek scientific and social solutions for the Valley, California and the world. In partnership with UC San Francisco, UC Merced is preparing the way for a rigorous medical education program.

The course of UC Merced's evolution is piloted by a long-range strategic plan. Enacted in 2021, the 10-year blueprint is guiding how the values of equity and justice influence our pathway to earning Carnegie R1 research status, growing enrollment, upholding our identity as a minority-serving institution, and operationalizing how commitments to equity, diversity and inclusion are enacted in each campus unit.

The Events and Operations Coordinator serves as the lead for all events-related matters and is the point of contact for all major events. Prepares communications to simplify event coordination. Plans, organizes, and implements events, which may include symposiums, conferences, seminar series, and banquets. Update websites, brochures, and other information packets.

Key Responsibilities:

1. Events Coordination: Assists in planning and organizing EJIE-related programming, which may include symposiums, conferences, luncheons, staff events, seminar series, and banquets. Independently performs the full range of event-related responsibilities from the initial consultations, advertising, implementation, and vendor payment processing to post-event feedback surveys. Identify challenges of diverse scope and determine solutions. Consult with clients on all details regarding events and event planning. Coordinate parking/transportation, catering, travel accommodations, arranging payments, finding and reserving space, honorariums, equipment reservations, maintaining the guest list, sending invitations, acquiring necessary permits, etc. Plan and manage medium to moderately complex events involving guests from multiple sources such as students from various disciplines, other public institutions, research institutions, private sector interests, alumni, non-profits, community organizations, and interested donors. Identify potential event locations and vendors. Perform resource analysis and develop an execution plan. Ensure compliance with fire marshal and campus policies surrounding events. Coordinate resources for effective execution and develop reporting and data analysis surrounding events. Maintain a searchable archive of all events, including comprehensive documentation, by keeping an up-to-date spreadsheet and ensuring all related materials are properly organized and uploaded to the Box folder. Serve as the primary on-site contact for all guests, visitors, and co-sponsoring partners throughout the event, ensuring seamless coordination and communication between all parties. Develop and carry out event-related surveys and ensure internal audit compliance after the event. Maintain events supplies cabinet. Develop, maintain, and update event-related resources.
2. Communication: Assist in updating the brochures and ensure enough printed supplies are always available. Regularly maintain, manage, and update content on EJIE websites. Manage the EJIE general email account. Responsible for content and distribution of division communication (e.g., semi-monthly digest) to the campus community.
3. Administrative Support: Provide essential administrative support to EJIE's Associate Vice Chancellor and EJIE division staff. Compiles and research information for inclusion in reports or presentation materials. Manage inventory and equipment for the division. Keep track of the relevant dates and deadlines established by the campus. Main Purchaser for the division, may obtain sourcing and pricing information. Serves as point contact for invoice payment status and questions from vendors. Create and maintain spreadsheets and reports regarding the division's operations, purchasing, and travel. K0eeps track of expenses and assists with budget reconciliation. Provide incoming staff with equipment and request printing access from Facilities.
4. Other duties as assigned to achieve the divisions and the university's mission and vision.

• Bachelor's degree from an accredited university in a related area or equivalent experience/training; and
• One year of directly related experience in events planning and management, or a combination of education/training and experience. An advanced degree is preferred but may not substitute for the required year of experience. Required
• Working knowledge of concepts, principles and practices of event planning, production and public relations.
• Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Ability to use sound judgement in responding to issues and concerns.
• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.
• Sound 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.

Background check required.

How to Apply:
An online application is required for each position to apply.The University of California, Merced is aware that some web-based application processes may be cumbersome for differently abled applicants. Where appropriate, alternative accommodations will be provided. For applicants with disabilities who need additional assistance using TAM, or reasonable accommodations during the interview or search process, please contact ucmjobs@ucmerced.edu.

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Equal Employment Opportunity:
The University of California, Merced is an Equal Opportunity/Affirmative Action employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship, sex, age, marital status, sexual orientation, gender identity or expression, disability, pregnancy, or status as a disabled veteran or Vietnam-era veteran, or other protected categories covered by the UC Nondiscrimination and Affirmative Action Policy. UC Merced intentionally promotes and maintains a discrimination- and harassment-free workplace by demonstrating it neither condones nor tolerates employment practices that discriminate against or harass any person or specific group of persons on the basis listed above. We seek candidates who will support our vision to cultivate a vibrant, equity-minded, inclusive excellence university community. When applying to UC Merced, we strongly encourage you to reflect on our Principles of Community and our 2021 strategic plan.

Vaccination Program Policy:

As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is 14 days after their first date of employment.

Smoke and Tobacco Free Policy:
The University of California, Merced is a smoke and tobacco free workplace. Information and the Smoke and Tobacco Free policy is available at http://smokefree.ucmerced.edu.

E-Verify:
All employers who receive Federal contracts and grants are required to comply with E-Verify, an Internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify electronically verifies employment eligibility by comparing information provided on the I-9 form to records in the DHS and SSA databases. Certain positions funded by federal contracts/subcontracts requires UC Merced to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

Pay, Benefits & Work Schedule:
For information on the comprehensive benefits package offered by the University of California visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/

This position is eligible for the UC Merced Employee Referral Program (ERP). If you were referred by a UC Merced employee, please identify that employee by name in your application as follows:

Step 5 of 7 Referrals

How did you hear about the job? (select) "other"

Additional information? (select) "other"

Specific Referral Source? (write in) first and last name of referring employee

Referring employee MUST be named on application for eligibility.