Inside Higher Ed
Events Specialist (6292U) - 82790
Inside Higher Ed, Berkeley, California, United States, 94709
Events Specialist (6292U) – 82790
University of California, Berkeley – Council of Asian Studies, East Asian Languages & Cultures
About UC Berkeley At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff. As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic, and social value.
Departmental Overview Works in the administrative cluster supporting East Asian Languages & Cultures, the Group in Buddhist Studies, South and Southeast Asian Studies, the Group in Asian Studies, the Group in Ancient History and Mediterranean Archaeology, Middle East Languages and Cultures, and Ancient Greek and Roman Studies comprising approximately 60 senate faculty, 60 lecturers, 8‑10 postdocs, and 10‑15 visiting scholars.
Position Summary The Events Specialist provides supervision and guidance for events in the CASMA Cluster. Under the direction of the Cluster Manager, the Events Specialist has primary responsibility for planning and organizing Cluster events, including managing logistics such as facilities, caterers, and vendors, coordinating technical support, and facilitating communication and services with program sponsors, speakers, and event staff. The position also creates and distributes advertising materials for classes and events, manages Donor Relations including gift acknowledgements, Big Give solicitations, and department newsletters/alumni letters.
Application Review Date First Review Date: 12/15/2025.
Responsibilities Event Management
Ensures smooth-running, effective events, including successfully recognizing and resolving potential problems in a timely manner using tact, sensitivity, discretion and political acumen.
Schedules and organizes departmental‑sponsored events.
For most mid‑to‑large scale events, partners with relevant department staff and faculty to define budget, scope, delegation of work responsibilities, etc.
Manages a myriad of smaller‑scale productions such as colloquia, seminars, meetings, small social events, and dinners that are spread over the course of the year.
Initiates annual event planning and directs the process to ensure that regular events such as the annual Fall Welcome, Commencement, and the colloquium series are on schedule and within budget.
Provides year‑end summary and analysis and makes suggestions for future planning cycles.
Defines event goals, makes recommendations regarding budget projections, schedules room rental, audio/visual equipment, catering, clean‑up, publicity, staffing, and parking.
Collaborates with communications coordinator and department event planners to ensure that all department‑sponsored events are scheduled on the master calendar, minimizing scheduling conflicts, and advertising to the appropriate audiences.
Works with vendors, ensuring delivery of goods to events and activities.
Serves as primary contact with the Faculty Clubs or off‑campus facilities for lodging and events.
Secures required campus approvals such as alcohol permit, EH&S food permit, and approval request for amplified noise.
Solicits feedback after events and produces summary notes to ensure smooth planning and operation of future events.
Oversees the process for sponsored event support requests, including directing faculty event committee members to review and approve requests, and ensuring financial support remains within annual budget allocation.
Identifies, manages and directs all vendors including caterers, florists, photographers, videographers, designers, audio‑visual technicians, valets and valet parking companies, parking and transportation authorities, building security, custodians, and other specific services required for an event.
Training and Resource Support
Serves as a resource and trainer for department event coordinators.
Leads training, provides online resources, and provides advice to a range of staff and faculty who coordinate events that are run through the cluster.
Recruit, train, and oversee student Event Assistants who cover the following duties: provide support to Events Specialist for events, and support end‑to‑end processes related to seasonal faculty‑led events.
Creates and expands web‑based tools and resources for department event management.
Streamlines processes utilizing web forms, tracks and manages budget and event summary data for more efficient decision making and planning, and optimizes collaborative work tools.
Donor Relations and Stewardship
Partners with cluster leadership to tailor plans to focus on raising funds, engaging donors, and highlighting particular department needs.
Builds and maintains relationships with donors, including a regularized schedule of sending thank‑you notes and other communications.
Coordinates with staff and relevant department leadership to tailor event invitations, develop social media strategies, and utilize email and other channels to provide routine and donor‑focused communications, including donor impact reports.
Collaborates with department, college, and campus staff and faculty in planning for annual fundraising cycles (including the Big Give campaign), development of department events, matching gift programs, and special acknowledgements for donor contributions.
Partners with cluster leadership to develop personalized experience for donors, emphasize exclusive nature of major donor events to make guests feel valued and appreciated, and work toward a longer‑term plan of a set of donor‑focused events.
Partners with cluster leadership to optimize outreach strategies with alumni to increase engagement and foster a culture of giving.
Goals may include highlighting alumni stories, involving alumni in fundraising activities, and creating impactful volunteer opportunities.
Planning and Analysis
Manages the annual spring commencement ceremonies, leading a team of staff to execute tasks leading up to and including the day of the ceremony.
Strategizes annual events to focus on extending department community, including donors and alumni relations.
Researches and recommends vendors and pricing for program purchases and for future events.
Negotiates prices with vendors when possible.
Searches, identifies and visits appropriate venues, including, but not limited to, the UC Berkeley campus or other private and public universities, as well as off‑site venues such as hotels, private clubs, museums, wineries, corporate facilities, and private homes.
Assesses any honoraria, travel reimbursements, entertainment expenses, etc. with the cluster's accounting unit and with other departments in the case of jointly sponsored conferences or colloquia.
Prepares payment requests, serves as cardholder for department credit card, tracks payments and ensures policy compliance.
Event Support
Schedules special uses of Cluster‑controlled departmental spaces. Books Dwinelle common spaces (3401, 370, and Ishi Court).
Serves as backup for one‑time room requests for review sessions and special events for all instructors, including GSIs.
Creates and distributes fliers for Cluster events and classes.
Works with Cluster leadership to create and distribution program newsletters.
Evaluates and maintains department events inventory, with attention paid to economical and environmentally‑friendly options.
Bulk purchases of alcohol with tightly‑managed inventory enables a balance of quality, efficiency and policy compliance.
Serves as emergency backup for front office support and unlocks and locks departmental classrooms, stepping in as needed when front office student and staff support are all unavailable.
Professional Development
Participates in employee development and training programs or other workshops to maintain or improve the necessary skills to perform the duties described above.
Required Qualifications
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Demonstrates good judgment in making decisions and managing events.
Skill in effectively meeting budget and time constraints.
Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus for fundraising events.
Skills to provide excellent donor stewardship.
Highly developed interpersonal communication skills including political acumen and social perceptiveness.
Excellent verbal and written communication skills to effectively communicate with a variety of populations with competing priorities.
Highly developed judgment, decision‑making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation.
Proven ability to work on several tasks simultaneously.
Skill at responding effectively to priorities and setting deadlines.
Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
Ability to give clear directives and use independent, rational judgment to make optimal decisions.
Bachelor's degree in a related area and/or equivalent experience/training.
Preferred Qualifications
Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large‑scale gatherings.
Salary & Benefits The University of California, Berkeley offers a comprehensive benefits package. In accordance with California law, the university provides a reasonable estimate of the compensation range for this role: $74,700.00 – $95,000.00. This position is exempt, monthly‑paid. Other benefits and details can be found on the UC Compensation & Benefits website.
How To Apply
To apply, please submit your resume and cover letter.
Other Information
This is not a visa opportunity. This position does not include sponsorship of a new consular H‑1B visa petition that would require payment of the $100,000 supplemental fee.
This position is eligible for up to 40% hybrid work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.
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. SB 791 and AB 810 Misconduct Disclosure Requirement: 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 is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Application Link To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=82790&PostingSeq=1&SiteId=21&languageCd=ENG&FOCUS=Applicant.
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About UC Berkeley At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff. As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic, and social value.
Departmental Overview Works in the administrative cluster supporting East Asian Languages & Cultures, the Group in Buddhist Studies, South and Southeast Asian Studies, the Group in Asian Studies, the Group in Ancient History and Mediterranean Archaeology, Middle East Languages and Cultures, and Ancient Greek and Roman Studies comprising approximately 60 senate faculty, 60 lecturers, 8‑10 postdocs, and 10‑15 visiting scholars.
Position Summary The Events Specialist provides supervision and guidance for events in the CASMA Cluster. Under the direction of the Cluster Manager, the Events Specialist has primary responsibility for planning and organizing Cluster events, including managing logistics such as facilities, caterers, and vendors, coordinating technical support, and facilitating communication and services with program sponsors, speakers, and event staff. The position also creates and distributes advertising materials for classes and events, manages Donor Relations including gift acknowledgements, Big Give solicitations, and department newsletters/alumni letters.
Application Review Date First Review Date: 12/15/2025.
Responsibilities Event Management
Ensures smooth-running, effective events, including successfully recognizing and resolving potential problems in a timely manner using tact, sensitivity, discretion and political acumen.
Schedules and organizes departmental‑sponsored events.
For most mid‑to‑large scale events, partners with relevant department staff and faculty to define budget, scope, delegation of work responsibilities, etc.
Manages a myriad of smaller‑scale productions such as colloquia, seminars, meetings, small social events, and dinners that are spread over the course of the year.
Initiates annual event planning and directs the process to ensure that regular events such as the annual Fall Welcome, Commencement, and the colloquium series are on schedule and within budget.
Provides year‑end summary and analysis and makes suggestions for future planning cycles.
Defines event goals, makes recommendations regarding budget projections, schedules room rental, audio/visual equipment, catering, clean‑up, publicity, staffing, and parking.
Collaborates with communications coordinator and department event planners to ensure that all department‑sponsored events are scheduled on the master calendar, minimizing scheduling conflicts, and advertising to the appropriate audiences.
Works with vendors, ensuring delivery of goods to events and activities.
Serves as primary contact with the Faculty Clubs or off‑campus facilities for lodging and events.
Secures required campus approvals such as alcohol permit, EH&S food permit, and approval request for amplified noise.
Solicits feedback after events and produces summary notes to ensure smooth planning and operation of future events.
Oversees the process for sponsored event support requests, including directing faculty event committee members to review and approve requests, and ensuring financial support remains within annual budget allocation.
Identifies, manages and directs all vendors including caterers, florists, photographers, videographers, designers, audio‑visual technicians, valets and valet parking companies, parking and transportation authorities, building security, custodians, and other specific services required for an event.
Training and Resource Support
Serves as a resource and trainer for department event coordinators.
Leads training, provides online resources, and provides advice to a range of staff and faculty who coordinate events that are run through the cluster.
Recruit, train, and oversee student Event Assistants who cover the following duties: provide support to Events Specialist for events, and support end‑to‑end processes related to seasonal faculty‑led events.
Creates and expands web‑based tools and resources for department event management.
Streamlines processes utilizing web forms, tracks and manages budget and event summary data for more efficient decision making and planning, and optimizes collaborative work tools.
Donor Relations and Stewardship
Partners with cluster leadership to tailor plans to focus on raising funds, engaging donors, and highlighting particular department needs.
Builds and maintains relationships with donors, including a regularized schedule of sending thank‑you notes and other communications.
Coordinates with staff and relevant department leadership to tailor event invitations, develop social media strategies, and utilize email and other channels to provide routine and donor‑focused communications, including donor impact reports.
Collaborates with department, college, and campus staff and faculty in planning for annual fundraising cycles (including the Big Give campaign), development of department events, matching gift programs, and special acknowledgements for donor contributions.
Partners with cluster leadership to develop personalized experience for donors, emphasize exclusive nature of major donor events to make guests feel valued and appreciated, and work toward a longer‑term plan of a set of donor‑focused events.
Partners with cluster leadership to optimize outreach strategies with alumni to increase engagement and foster a culture of giving.
Goals may include highlighting alumni stories, involving alumni in fundraising activities, and creating impactful volunteer opportunities.
Planning and Analysis
Manages the annual spring commencement ceremonies, leading a team of staff to execute tasks leading up to and including the day of the ceremony.
Strategizes annual events to focus on extending department community, including donors and alumni relations.
Researches and recommends vendors and pricing for program purchases and for future events.
Negotiates prices with vendors when possible.
Searches, identifies and visits appropriate venues, including, but not limited to, the UC Berkeley campus or other private and public universities, as well as off‑site venues such as hotels, private clubs, museums, wineries, corporate facilities, and private homes.
Assesses any honoraria, travel reimbursements, entertainment expenses, etc. with the cluster's accounting unit and with other departments in the case of jointly sponsored conferences or colloquia.
Prepares payment requests, serves as cardholder for department credit card, tracks payments and ensures policy compliance.
Event Support
Schedules special uses of Cluster‑controlled departmental spaces. Books Dwinelle common spaces (3401, 370, and Ishi Court).
Serves as backup for one‑time room requests for review sessions and special events for all instructors, including GSIs.
Creates and distributes fliers for Cluster events and classes.
Works with Cluster leadership to create and distribution program newsletters.
Evaluates and maintains department events inventory, with attention paid to economical and environmentally‑friendly options.
Bulk purchases of alcohol with tightly‑managed inventory enables a balance of quality, efficiency and policy compliance.
Serves as emergency backup for front office support and unlocks and locks departmental classrooms, stepping in as needed when front office student and staff support are all unavailable.
Professional Development
Participates in employee development and training programs or other workshops to maintain or improve the necessary skills to perform the duties described above.
Required Qualifications
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Demonstrates good judgment in making decisions and managing events.
Skill in effectively meeting budget and time constraints.
Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus for fundraising events.
Skills to provide excellent donor stewardship.
Highly developed interpersonal communication skills including political acumen and social perceptiveness.
Excellent verbal and written communication skills to effectively communicate with a variety of populations with competing priorities.
Highly developed judgment, decision‑making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation.
Proven ability to work on several tasks simultaneously.
Skill at responding effectively to priorities and setting deadlines.
Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
Ability to give clear directives and use independent, rational judgment to make optimal decisions.
Bachelor's degree in a related area and/or equivalent experience/training.
Preferred Qualifications
Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large‑scale gatherings.
Salary & Benefits The University of California, Berkeley offers a comprehensive benefits package. In accordance with California law, the university provides a reasonable estimate of the compensation range for this role: $74,700.00 – $95,000.00. This position is exempt, monthly‑paid. Other benefits and details can be found on the UC Compensation & Benefits website.
How To Apply
To apply, please submit your resume and cover letter.
Other Information
This is not a visa opportunity. This position does not include sponsorship of a new consular H‑1B visa petition that would require payment of the $100,000 supplemental fee.
This position is eligible for up to 40% hybrid work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.
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. SB 791 and AB 810 Misconduct Disclosure Requirement: 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 is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Application Link To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=82790&PostingSeq=1&SiteId=21&languageCd=ENG&FOCUS=Applicant.
#J-18808-Ljbffr