Events & Communications Coordinator

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.

Today's UC Irvine Stem Cell Research Center is a dynamic center encompassing a diverse array of interdisciplinary investigators that span the schools of Medicine, Biological Sciences, Pharmacy and Pharmaceutical Sciences, Engineering, and Arts. Our state-of-the-art, LEED Platinum certified research and clinical building houses 23 of our 65 center faculty members.

Center faculty have obtained more than $250 million dollars in grant and foundation funds. Our research programs span basic, translational and clinical research, and include several training grants described below, state of the art shared equipment, research services programs, community outreach events, annual symposium and monthly seminar series.

The SCRC manages multiple training programs: 2 NIH T32 training grants (12 predoctoral trainee slots); NIH R25 training program (5 predoctoral trainee slots including a range of outreach activities to MSI, HSI, and HBCU partner organizations); CIRM SCHOLAR and COMPASS training grants (25 trainee slots ranging from undergraduate and predoctoral students to postdoctoral and clinical researchers); 2 SOM certification programs providing training for cell and gene therapy clinical trials researchers; and, 2 SOM certification programs providing training for technical and professional staff in Good Manufacturing Practices (GMP) for cell and gene therapy production to supply drug products for FDA-approved clinical trials.

The selected individual will apply a professional approach to plan and manage execution of communications and events of moderate to high scope and complexity. Planning and implementation will require understanding and analysis of a variety of policy and procedural issues. The position will require data and information gathering, discovery and evaluation of alternatives, and sound judgment to provide and implement recommendations for action.

This position is required to be on-site full time.
Salary Range: $56,200.00-$96,800.00 (expected salary $56,200-$61,820)


Duties include, but are not limited to the following:
• Under the direction of the Academic Coordinator, the Events Coordinator will assist with the planning and logistics for all special seminars, tours, meetings, receptions, Stem Cell Awareness Day and Open House, Stem Cell Science Symposium, Monthly Community Lectures, co-sponsored symposium/conferences, vendor shows, tenure/retirement celebrations, and other activities on-and off-campus
• The event coordinator is responsible for arranging catering, parking, security, and signage, as well as reserving facilities. This entails securing appropriate signature approvals, handling rentals, promotional items, and providing printed materials such as name tags, agendas, programs, and poster abstracts. The role also includes managing contracts with event venues both on and off campus, overseeing audio and visual requirements, coordinating filming and livestreaming, and scheduling AV technical support as needed. Additionally, the incumbent is tasked with obtaining alcohol permits and licensed bartenders, securing pre-approval when necessary, managing online RSVPs, addressing questions from invitees, and serving as the primary point of contact for guest speakers.
• Liaison between training grant trainees, faculty leadership, and SCRC administrative staff for training grant related activities as requested by the Academic Coordinator or the Chief Administrative Officer (CAO).
• Track trainee applications, appointments, and activities
• Collect and compile data, and generate reports as requested by the Academic Coordinator or the CAO
• Process and complete speaker’s travel and honorarium reimbursements, business meeting expenses (lunch/dinner with faculty and students) and itineraries, create flyers, and facilitate email invite.
• Facilitate internal and external communications using an email listserv, Constant Contact, and other resources as directed by, and with the approval of, the Academic Coordinator or CAO.
• Manage event calendars and room bookings
• Serve as the point of contact for conference room and board room reservations
• Complete a variety of other event-related administrative duties as assigned by the Chief Administrative Officer.

Required:

• Working knowledge of concepts, principles and practices of event planning and production and public relations.
• 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.
• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
• Working knowledge of common organization- or research-specific and other computer application programs.
• Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing.
• Proficient in ability to use discretion and maintain all confidentiality.
• Demonstrates ability to use sound judgment in responding to issues and concerns.
• Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
• Proficient in ability to multi-task with demanding timeframes.
• Working knowledge of applicable policy analysis techniques.
• Bachelor's degree in related area and / or equivalent experience / training
• 2-3 years of relevant professional experience

Preferred:

• Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

Special Conditions:

• Position requires occasional work outside of normal working hours, to provide staffing for events, meetings, conferences, etc.

Total Rewards

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.

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

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

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 categories covered by the UC Anti-Discrimination Policy.

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 (949) 824-0500 or eec@uci.edu.