OCME Event Specialist 3

Job Function Summary:

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

Generic Scope (not customizable, will not be used in the job posting/advertisement):

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope (customizable, will be used in the job posting/advertisement):

Uses skills as a seasoned, experienced professional, to provide comprehensive coordination and management oversight of moderately complex and / or medium-size events.

Department Overview (please write a brief description of your department/unit that you would like to be included in the job posting/advertisement)

The Office of Continuing Medical Education, (OCME) is responsible for the administration, accreditation,

and presentation of UCSF School of Medicine continuing medical education activities, and UCSF School of

Pharmacy continuing pharmacy education activities. This position is designed to participate as an

independently functioning team member in the provision of course planning, accreditation, execution, and

close-out of live events and related CME/CPE activities. Conference managers are expected to have a

breadth and depth of knowledge in multiple functional areas including event planning, continuing education.

accreditation processes, budgeting, hotel relations, abstract management, marketing, and grants.

Required Qualifications

• Bachelors'' degree in related area and / or equivalent experience / training.
• CA Driver's License, if driving
• 3+ years directly relevant experience.
• 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 diverse 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 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. 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 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)

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)5% Consults with clients on all details regarding events and event planning30% 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 identified by the advancement or development off5% Plans, organizes, and identifies real and potential event locations and vendors5% Determines and coordinates staffing needs20% Develops and coordinates guest lists15% Develops and implements event budgets5% Contributes to and participates in long-range unit event planning5% Mentors and oversees the work of less experienced events staff5% Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen5% Mentors and / or supervises volunteer or student corps; creates incentive and recognition programs for volunteer and / or student corps% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)5% Consults with clients on all details regarding events and event planning30% 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 identified by the advancement or development off5% Plans, organizes, and identifies real and potential event locations and vendors5% Determines and coordinates staffing needs20% Develops and coordinates guest lists15% Develops and implements event budgets5% Contributes to and participates in long-range unit event planning5% Mentors and oversees the work of less experienced events staff5% Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen5% Mentors and / or supervises volunteer or student corps; creates incentive and recognition programs for volunteer and / or student corps