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Application Review Date
The First Review Date for this job is: 10/10/19
The Assistant Event Coordinator plays an integral role on Programs Team, providing logistical support for events. This position offers excellent opportunities for learning and growth in these areas, as well as extensive training in University processes.
The primary area of responsibility is in providing support for Simons Institute workshops, symposia, fundraising/outreach events and social events. Diverse duties may include, among others, booking lodging and catering, processing receipts, and venue setup. Although he/she/they will in most cases serve a supporting role in the coordination of an event, the incumbent may also serve a lead coordinating role on a limited number of events over the course of the semester, under the guidance of the Event Coordinator.
The Assistant Event Coordinator may monitor and make design and text edits to the Institute's electronic communications, including website content, electronic display screens, event registration pages, and other channels. Various minor design tasks may be assigned, where appropriate.
This position offers an opportunity to join a dynamic team in a start-up environment within the University. The Simons Institute for the Theory of Computing was established on July 1, 2012. The ideal candidate will thrive in a collaborative environment where team members often work outside defined roles.
This position may require participation in occasional evening and weekend events.
80% Provide logistical and administrative support for Simons Institute workshops, symposia, fundraising/outreach events, and social events. Diverse duties may include, among others: venue setup; booking and managing catering for meals, receptions and workshop breaks; booking hotel rooms and room-blocks; maintaining supply inventory; updating event webpages; managing event registration; coordinating with speakers (collecting talk titles, abstracts, bios, etc.); and generating event-attendance reports. May serve a lead coordinating role on a limited number of events over the course of the semester, under the guidance of the Event Coordinator.
10% As a member of a dynamic, collaborative team in a start-up environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.
5% Provide support for efforts to ensure an ideal environment for collaborative research for the visiting and resident scientists. Duties include various logistical and administrative tasks related to database management, academic appointments, visas, and social events.
5% Provide backup staff support at Reception, as necessary.
Required: Extraordinary thoroughness and attention to detail in all aspects of work, especially: written language (spelling/punctuation) and numbers (accuracy/arithmetic). Great skill and accuracy in both of these areas are essential for this role.
Required: Outstanding written communication, including the ability to produce flawless, cordial emails and documents, precisely tuned to context and refined and accurate in visual presentation.
Required: Outstanding interpersonal skills; capacity and inclination to cultivate goodwill and foster harmonious outcomes, to help visitors feel welcome and supported, and to support and inspire colleagues at all levels to do beautiful, polished, and efficient work, in service of the Institute's mission.
Required: Outstanding oral communication, specifically the ability to communicate with clarity, precision and good cheer to a variety of constituencies, including visiting scientists, resident faculty and staff, and campus partners. Included here are receptive communication skills, especially the ability to detect misunderstandings early on, and calibrate style and level of detail to the occasion.
Required: Outstanding project- and time-management skills, specifically the ability to plan and execute numerous projects with complex and overlapping timelines. Included here are all of the disciplines of project management, including translating goals into specific actions; building and implementing a complex timeline; foreseeing difficulties and delays; building contingency plans; eliciting timely responses from recalcitrant colleagues; and pivoting efficiently among projects, without falling behind on, or losing track of, the numerous isolated or recurring tasks that fall outside of large projects.
Required: Excellent command of basic computing tools and software (MS Word, Excel, PowerPoint, Google docs, Google calendar, etc.). Excellent technical aptitude for mastering new computing tools.
Desired: Knowledge of campus policies regarding travel and entertainment, and procurement. Familiarity with University procedures for procurement and related activities, including experience with online systems such as BearBuy, BFS, and the ERSO Intranet.
Desired: Experience with various software tools including: Salesforce or other constituent management databases (including the ability to generate useful reports according to provided specifications), online registration tools, email marketing tools (e.g. MailChimp), and Drupal or another website content management system; HTML experience also desirable. Desired: Familiarity with relevant internal and external constituencies, including the campus scientific community, and the international theoretical computer science community.
Desired: Experience in event coordination; UC Berkeley Event Planning Certification also desirable.
Desired: Experience and skill in simple graphic design, using applicable software tools (e.g. Adobe design suite).
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
The hourly salary range designated for this position: $24.14 - $30.00; however, starting salary will be commensurate with experience.
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.