Events Assistant

University of California - San Francisco; San Francisco (CA); On-site; USD 30,000 - 41,000; Full time

Job summary

University of California - San Francisco is seeking an Events Assistant (Event Specialist 2) on a temporary 6-month assignment to provide administrative, operational, and logistical support for Conference Services and Retail Services, helping plan conferences, meetings, banquets, VIP events, and campus programs.

The role works with faculty, staff, learners, vendors, and tenants; candidates should be organized, customer-focused, adaptable, and able to manage multiple priorities.

Qualifications

• 1-2 years of relevant experience.
• Strong organizational skills and ability to coordinate multiple details and schedules.
• Excellent interpersonal and written/verbal communication skills.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Access).
• Bachelor's degree in a related field or equivalent experience and training.

Responsibilities

• Assist with planning, coordinating, and executing events of varying sizes and complexity, including conferences, symposiums, programs, banquets, meetings, and VIP briefings.
• Coordinate event logistics: room layouts, catering, audiovisual, parking, signage, and other event needs.
• Work with clients, campus partners, vendors, facilities staff, catering providers, and other teams to support events.
• Provide on-site support during events, including room setups and basic audiovisual assistance.
• Manage day-of-event activities and respond to operational needs.
• Use EMS and Outlook for scheduling and coordination.
• Assist with post-event invoices, surveys, and related administrative tasks.
• Support administration of UCSF Retail Services programs and tenants.

Skills

Event planning

Organization

Communication

MS Office

Problem-solving

Stakeholder management

Teamwork

Ability to work under pressure

Education

Bachelor's degree or related experience

Related degree or experience

Tools

EMS scheduling

Outlook

Job description

Please note: this is a temporary assignment (6 months) with potential to extend.

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Position Summary:

The Events Assistant (Event Specialist 2) provides administrative, operational, and logistical support for Conference Services and Retail Services within UCSF Campus Life Services. This position supports the planning and execution of conferences, meetings, symposiums, banquets, VIP events, and other campus programs, while also assisting with the administration and operational oversight of campus retail programs and tenants.

The role works with a diverse range of clients and stakeholders, including UCSF faculty, staff, learners, visitors, vendors, tenants, campus partners, nonprofit and corporate partners, and external clients. The successful candidate will be organized, customer-focused, adaptable, and comfortable managing multiple priorities in a fast-paced, team-oriented environment.

Conference & Event Services

• Assist with planning, coordinating, and executing events of varying sizes and complexity, including conferences, symposiums, program events, banquets, meetings, and VIP briefings.
• Coordinate event logistics, including room layouts, catering, audiovisual requests, parking and transportation, signage, and other event-related needs.
• Work closely with clients, campus partners, vendors, facilities staff, catering providers, and other operational teams to support successful events.
• Provide on-site support during events, including assisting with room setups, basic audiovisual support, and coordination with service providers.
• Manage day-of-event activities and respond to operational needs as they arise.
• Use event scheduling and room-layout software, including EMS, as well as Outlook.
• Assist with service-level agreements, post-event invoices, surveys, and other event-related administrative activities.

Retail Services

• Support the day-to-day administration and operational efficiency of outsourced retail tenants, programs, and projects.
• Assist with developing and maintaining systems and procedures that support service quality.
• Monitor tenant and partner performance in accordance with leases, memoranda of understanding, and/or service-level agreements.
• Research, analyze, and help resolve operational, data, and compliance issues.
• Participate in the implementation of new retail tenant and program changes.
• Support ongoing communication and coordination with internal and external stakeholders.

General Responsibilities

• Exercise sound judgment and problem-solving skills when addressing routine operational issues.
• Identify issues requiring escalation to management.
• Build and maintain effective working relationships with clients, vendors, tenants, colleagues, and campus partners.
• Manage competing priorities while maintaining a high level of customer service.
• Perform other duties and assignments as needed.

Required:

• 1-2 years of relevant experience.
• Working knowledge of event planning and production concepts, principles, and practices.
• Strong organizational skills and demonstrated ability to coordinate multiple details and schedules.
• Excellent interpersonal and written/verbal communication skills.
• Demonstrated judgment, decision-making, and problem-solving abilities.
• Ability to work effectively with diverse groups and stakeholders.
• Ability to work professionally under pressure and meet tight deadlines while providing excellent customer service.
• Demonstrated proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Access.
• Bachelor's degree in a related field and/or equivalent experience and training.

Preferred:

• Knowledge of UCSF's campus, programs, policies, mission, goals, infrastructure, and operations.
• Experience working in a university, healthcare, conference/event, hospitality, vendor-management, or similarly complex environment.
• Experience with event scheduling, room-layout, or event-management software.

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