OCME Event Specialist 3

UCSF Health; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

UCSF Health in San Francisco seeks an experienced events professional to plan and manage campus events, coordinating venues, vendors, budgets, guest lists, and logistics for multi-source audiences. You will oversee staff, mentor junior team members, ensure smooth operations, and resolve issues with tact and discretion.

The role requires a Bachelor's degree, 3+ years of event planning experience, strong communication, budget discipline, and knowledge of donor stewardship and public relations

Qualifications

• Bachelor's degree in a related area or equivalent experience.
• Strong knowledge of event planning concepts, principles and practices.
• Excellent verbal and written communication skills with diverse populations.
• Demonstrated ability to manage budgets and meet deadlines.
• Knowledge of donor stewardship and public relations within a university setting.

Responsibilities

• Consults with clients on event details and planning.
• Plans and manages medium to moderately complex events involving multiple stakeholder groups.
• Plans, organizes, and identifies event locations and vendors.
• Coordinates staffing needs and develops guest lists.
• Develops and implements event budgets.
• Mentors and oversees junior events staff.
• Ensures smooth-running events and resolves issues promptly using tact and discretion.

Skills

Event planning

Public relations

Budget management

Donor stewardship

Interpersonal communication

Political acumen

Education

Bachelor's degree

Job description

Job Function Summary

Involves the planning and organizing of event activities, including managing logistics such as facilities, tickets, audience management, concessionaires, caterers, and vendors, and facilitation of communication and services with speakers and facility maintenance staff, or provides technical support of these activities.

Responsibilities

• Consults with clients on all details regarding events and event planning (5%)
• Plans and manages medium to moderately complex events involving guests from multiple sources such as other public institutions, research institutions, private sector interests, alumni, and interested donors (30%)
• Plans, organizes, and identifies real and potential event locations and vendors (5%)
• Determines and coordinates staffing needs (5%)
• Develops and coordinates guest lists (20%)
• Develops and implements event budgets (15%)
• Contributes to and participates in long‑range unit event planning (5%)
• Mentors and oversees the work of less experienced events staff (5%)
• Ensures smooth‑running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen (5%)
• Mentors and/or supervises volunteer or student corps; creates incentive and recognition programs for volunteer and/or student corps (5%)

Qualifications

Required Qualifications

• Bachelor's degree in a related area and/or equivalent experience/training.
• CA Driver’s License, if driving.
• 3+ years directly relevant experience.
• Thorough knowledge 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. Skilled in meeting budget and time constraints.
• Demonstrated organizational and project management skills to produce high‑quality events that meet client needs and represent the campus for fundraising events. Skilled in donor stewardship.
• Highly developed interpersonal communication skills with political acumen and social perceptiveness. Excellent verbal and written communication skills with diverse populations.
• Highly developed judgment, decision‑making, and problem recognition/resolution skills, including skill in determining issues that need to be brought to management’s attention.
• Knowledge and skill to set and monitor work standards and protocols.

Preferred Qualifications

• Thorough knowledge of the campus, its vision, mission, programs, policies, achievements, and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation, and evaluation.
• Proven ability to work on several tasks simultaneously. Skilled 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 a large volume of diverse tasks efficiently, meeting established deadlines.
• Ability to effectively work with invited guests, donors, government officials, and university VIPs.
• Knowledge of crowd management, crowd safety protocols, security, and emergency procedures related to small, medium, and large scale gatherings.
• Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Knowledge of medical education events and continuing education requirements.
• Certified Meeting Professional (CMP) or similar (CMM, CAE, etc.).
• Certified Healthcare CPD Professional (CHCP, formerly CCMEP).

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.