UCIAA Front Desk and Events Coordinator

UC Irvine; Irvine (CA); On-site; USD 10,000 - 60,000; Full time

Job summary

An established institution is seeking a motivated Events and Front Desk Assistant to support event planning and management. This role involves coordinating various events while ensuring high standards of quality and excellence. The successful candidate will gain valuable experience in event production, enhance their organizational skills, and work alongside a team dedicated to fostering community engagement. With a vibrant campus atmosphere and a commitment to innovation, this position offers an exciting opportunity to contribute to a prestigious university's mission while developing professional skills in a supportive environment.

Benefits

Medical insurance

Sick and vacation time

Retirement savings plans

Discounts and perks

Qualifications

• Knowledge of effective event planning and public relations.
• Strong organizational and communication skills are essential.

Responsibilities

• Assist in planning and organizing events for UCIAA.
• Manage front desk duties and serve as primary contact for inquiries.

Skills

Event planning

Organizational skills

Written communication

Interpersonal communication

Attention to detail

Problem-solving

Customer service

Ability to work under pressure

Education

1-2 years experience in administration/events

Tools

Computer software

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

In 1965, the University of California, Irvine was founded with a mission to catalyze the community and enhance lives through rigorous academics, cutting-edge research, and dedicated public service. A top public university, UCI has become internationally recognized for improving lives through research and discovery, fostering excellence in scholarship and teaching, and engaging and enriching the community. Today, UCI continues to inspire change and pioneer new ideas with the support of its generous partners, alumni and friends.

Through the combined efforts of the University Advancement & Alumni relations team, the University is able to share its amazing achievements, build lasting relationships and generate support for important campus programs and initiatives.

Your Role on the Team

Under the close supervision of the Events Venue Manager, UCIAA, the UCIAA Events and Front Desk Assistant will learn professional aspects of event planning and will assist in planning and organizing events and functions for UCIAA, which may include symposiums, receptions, luncheons and other fundraising events. The incumbent will follow standards of quality and excellence, ensuring events align with UCI’s mission and priorities, enhance reputation, and foster relationships with important internal and external audiences.

The Events and Front Desk Assistant is also responsible for managing all front desk duties either directly or indirectly through the supervision of a team of student staff, serving as the primary point of contact for internal and external constituencies, often on confidential issues; performing a variety of administrative, staff support, data reporting, and planning activities. As such, this role is required to familiarize themselves with all activities and programs occurring in the Newkirk Alumni Center and the UCI Alumni Association to accurately address any questions or concerns they receive. The Events and Front Desk Assistant will maintain professionalism, tact, and confidentiality as needed in all correspondence, written and verbal with UC Irvine personnel and community constituents.

What It Takes to be Successful

Total Compensation

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $26.34- $28.73 (Hourly).

Required:

• Knowledge of concepts and principles of effective event planning and production and public relations.
• Organizational skills to effectively coordinate and track multiple details.
• Written and interpersonal communications skills, including tact and political acumen, and skill in effectively representing the campus to its publics. Excellent written and verbal skills to effectively support team priorities.
• Ability to complete simple tasks with established deadlines; attention to detail.
• Ability to use computers and computer software appropriate to work tasks.
• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.
• Ability to work professionally under pressure and tight deadlines ensuring excellent customer service support. Ability to prioritize projects and solve problems in a strategic manner.
• Ability to take necessary action to eliminate or mitigate potential negative effects when problems are identified.
• Ability to work independently as well as serve as a member of a team and collaborate with colleagues.
• Ability to learn and correctly interpret, apply, and explain the structure, policies, procedures, pricing, and benefits regarding UCIAA membership.
• 1-2 years experience in relative administration and/or events experience.

Preferred:

• Basic knowledge of the campus, its mission, vision, goals, objectives, achievements and infrastructure.

Special Conditions:

• Must be able to work nights and weekends as required for events.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*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.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Closing Statement:

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization.