Description: UC San Diego, located in La Jolla, in the San Diego Metropolitan area, enrolls over 35,000 students and is one of the University of California’s 10 campuses. UC San Diego has earned recognition as one of the world’s premier research universities and one of the top-10 public universities in the nation. UC San Diego Athletics is reclassifying to NCAA Division I as a member of the Big West Conference. We are looking for a dynamic individual to fill the Events Coordinator position. Triton Athletics promotes the pursuit of excellence, strength of character, teamwork, ethical conduct, and diversity, and is inextricably linked to the educational mission of the University. UC San Diego has a proud tradition of academic and athletic excellence. The Special Events Coordinator is responsible for, or assisting with, the administration, coordination, and evaluation of events and activities involving Intercollegiate Athletics including, but not limited to: Alumni and parent outreach, Fundraisers, campus and community outreach, honorary coach program, student-athlete events and other related events designed to elevate the Intercollegiate Athletics program's visibility and involvement in campus life, and strengthening UC San Diego’s exposure in the community. Anticipates issues and makes constant adjustments, with high stakes consequences, such as reputation of the University and Intercollegiate Athletics, relationships with donors, fundraising outcomes, and financial impacts. The incumbent is responsible for tracking event budgets, financial payment tracking, event gift solicitation, event logistics, and event follow-up and donor tracking. Responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. Extracts and organizes reports from ESP/CRM database including demographic reports for targeted regional events, mailing lists, giving information, etc. Updates records with address changes, program participation, special interest, etc. The incumbent will follow the athletic philosophy consistent with that of the UC San Diego Athletic Department and NCAA, and a commitment to diversity in all of its forms.
~ The incumbent will need to execute and attend the various athletic program events, which will include working nights and weekends when required.
•A complete application will include a Cover Letter, Online Application and Resume.
- Working knowledge of concepts, principles and practices of event planning and production and public relations. Experience independently conceptualizing, planning, managing, and implementing the logistics of high-level, donor centric events related to fundraising, conceptualizing event themes to meet strategic goals; experience presenting alternative fundraising event themes to high level decision makers such as Deans, Assistant Deans, Directors of Development, etc.
- Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
- 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.
- Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics.
- Good 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.
- Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. Excellent interpersonal skills, including demonstrated ability to exercise good judgment, tact, diplomacy, flexibility, confidentiality and patience, and to successfully interact with a diverse student, staff, coach, alumni, academic and public population, on the telephone and in person.
- Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
- Experience directing vendors re: catering, transportation, lighting, entertainment, venues, music, and special events vendors. Communicating needs, monitoring delivery of goods & services, negotiating prices and reconciling invoices. Creation of budgets and annual summaries.
- Strong working experience organizing event & budget information using spreadsheets. Experience using the internet to seek out information about vendors and donors. Experience with Word, email, graphics, and experience using databases to seek out information; experience entering info into a database.
- Ability to understand and interpret tax laws governing charitable giving, and ensure compliance with University and Foundation policies for the receiving and recording of charitable donations.
- Demonstrated knowledge of best practices and industry trends in collegiate athletic alumni programming, and the ability to interface with diverse alumni in one-to-one, small and large group settings.
- Proven talent to create aesthetically pleasing materials through graphic design experience. Proven knowledge of computer, media, and networking technology including with proficiency with Microsoft Office Suite, Adobe Creative Suite (such as Photoshop, Dreamweaver, Flash, Illustrator, InDesign, Illustrator)
- Professional knowledge of the philosophy and objectives of NCAA athletics programs, as well as the rules and regulations related to alumni, external donors, board members, boosters and student athletes.
- Understanding of the overall mission of the UCSD Intercollegiate Athletic Department, commitment to directing the athletic alumni component of the mission, and willingness to collaborate with other staff members to effectively handle department-wide initiatives that cross over intra-departmental boundaries (special events, campus projects, NCAA Championships, Homecoming, Founders Day, etc).
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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
Additional Salary Information: Full career benefits package
Internal Number: 93704
About UC San Diego Tritons
"A Proud Tradition of Academic and Athletic Excellence." That is the slogan most often associated with the UC San Diego Athletic Department. Since becoming a member of the NCAA less than 25 years ago, the UCSD program has backed up those words with achievement. UC San Diego Athletics sponsors a broad based program of 23 National Collegiate Athletic Association (NCAA) sports, with approximately 600 student-athletes. It promotes the pursuit of excellence, strength of character, teamwork, ethical conduct, and diversity, and is inextricably linked to the educational mission of the University. The 23-sport athletics program is subject to NCAA regulations and must demonstrate compliance to Title IX which is recorded in the Equity in Athletics Disclosure Act (EADA) annual report to the Department of Education. Our Division II program is evolving into one of the premiere NCAA athletics programs in the nation; setting the standard in all aspects of competitive success, academic excellence, ethical conduct, student-athlete experience, campus pride, the development and retention of coaches and staff, and the establishment of lifelong relationships. Athletics enhances campus, alumni, and commu...nity pride while fostering collaborations that increase our profile and visibility throughout the region. Since moving to the NCAA Division II level in 2000, UC San Diego has placed in the top seven programs in the country on ten different occasions and finished second overall twice. UC San Diego has also won five out of the last six California Collegiate Athletic Association (CCAA) Commissioners Cup titles, an award that recognizes the best overall athletics program in the conference. In 2010, UC San Diego was ranked first in Division II and twenty third overall in the National Collegiate Scouting Association (NCSA) Collegiate Power Rankings, which comprehensively measures student-athlete graduation rates, academic strength and athletic prowess. UC San Diego was also the top-ranked Division II institution in 2008.