"Event and Communications Coordinator (6292U), Institute of Governmental Studies - 84293"

Departmental Overview

The Institute of Governmental Studies (IGS) stands at the forefront of research, teaching and service in California and American politics and policy. Interdisciplinary and non-partisan, we foster thoughtful discussions of issues across party lines that focus on solutions. Through our cutting-edge research, Berkeley IGS Poll, public events, and student public service programs, we show how people can influence policy, how policy affects communities, and the importance of governmental institutions and actors in that process. We engage faculty, researchers, and political practitioners to make a difference in discourse and in practice. Our mission is anchored by a belief in the transformational power of public service.

IGS was established in 1919 to provide expertise in public administration to the California state legislature. Over the past century, IGS has established itself as a nationally recognized source of expertise on California and American politics and public policy. IGS provides a home to faculty, students and visiting scholars from a wide range of disciplines, along with three research centers (Berkeley Interdisciplinary Migration Initiative, Center for Community Innovation, Center for Catastrophic Risk Management), an affiliated library, and an active development program. IGS is also home to the Robert T. Matsui Center for Politics and Public Service, which engages Cal students in public life through internships and experiential learning programs, public events, and the presence of distinguished campus visitors. Learn more at igs.berkeley.edu.

Position 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.

Responsibilities

• In coordination with the IGS Executive Director, plans, organizes, implements and publicizes live-streamed, hybrid, and in-person small, medium-sized, and large events, such as symposia, conferences, colloquia, workshops, trainings, information sessions, advisory board meetings, and VIP briefings.
• Works with the IGS Executive Director and IGS Program Managers to plan, execute, and co-facilitate multi-day experiential learning programs (e.g., Democracy Camp).
• Coordinates A/V and technical support for all events, seminars, and programs, including training staff.
• Facilitates communications related to events and other institute activities. This includes managing the design of posters, fliers, email announcements and other promotional materials and event publicity; disseminating announcements to the Institute's various listservs using Mailchimp; disseminating announcements and other information to co-sponsors, news media, campus community and the general public; making timely updates to IGS's website; and managing the Institute's various social media tools using SocialPilot or similar platforms including Instagram, YouTube, LinkedIn, and TikTok.
• In collaboration with IGS Purchasing and Administrative Coordinator, manages event-related logistics, room reservations, participant registration, parking/transportation, catering, travel reimbursements, vendor payments, etc.
• Tracks banquet orders from multiple purveyors (party rentals, catering orders, venue, speaker transportation, etc.).
• Monitors event budgeting and logistics.
• Recruits and follows up with community and campus co-sponsors as needed.
• Develops content and works with IGS leadership to implement a coherent strategy for publicizing events, programs and activities and communicating IGS's activities and accomplishments to the wider public.
• Plans, coordinates, and helps implement social media strategy (blog posts, Twitter feed, Instagram).
• Researches, develops and maintains media distribution lists and identifies/targets appropriate distribution audiences.
• Manages and updates the IGS website, online event calendars, listservs, and social media accounts.
• Manages the release and dissemination of the IGS Poll.
• Serves as liaison to media relations. Pitches stories to Berkeley public affairs and the media about the Institute's research, events, and programs as they pertain to current events.
• Tracks IGS media presence via software (conducts trend analyses).
• Supports IGS development activities including assisting with developing content and preparing and disseminating fundraising appeals.
• In collaboration with IGS Purchasing and Administrative Coordinator and IGS Administrative Manager, manages event-related travel, visas, entertainment requests, honoraria payments, and reimbursements for individuals and vendors.
• Ensures compliance with University policy.
• Prepares IGS newsletters and other electronic communications.
• Maintains production schedule; supervises design and content development in collaboration with the IGS Executive Director.
• Trains and supervises a team of student employees to assist with communications, content development and event needs.

Required Qualifications

• Excellent event management skills for in-person, virtual and hybrid events, including thorough knowledge of concepts, principles and practices of event planning and production and public relations, and skill in effectively coordinating and organizing multiple details.
• Highly developed interpersonal communication skills including political acumen and social perceptiveness.
• Excellent verbal and written communication skills to effectively represent the campus and IGS to the public.
• Demonstrates good judgment in making decisions and managing events.
• Skill in effectively meeting budget and time constraints.
• Demonstrated organizational and project management skills to successfully produce high quality events and communications that meet the department's needs.
• Highly developed judgment, decision-making and problem recognition/prevention/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
• Ability to work collaboratively in diverse groups, including but not limited to student assistants, staff, faculty, organizational leadership, production personnel, and vendors.
• Ability to work quickly and under tight deadlines to produce clear and concise flyers, tweets, Instagram graphics, promotional materials, and other written and visual materials for internal and external publication.
• Excellent writing and graphic skills, including skill in creating event publicity and communicating with speakers, campus/community co-sponsors, media, VIPs, and the wider public.
• Knowledge of principles and practices of supervising, motivating, and evaluating teams of student workers.
• Attention to detail and proven ability to multitask in a busy environment, working both independently and as part of a team.
• 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 a large volume of diverse tasks efficiently meeting established deadlines.
• Experience designing and implementing strategic communications plans using print, digital media and web technology.
• Expertise with Drupal, Social Media Analytics, MailChimp, Instagram, LinkedIn, YouTube, TikTok, Microsoft Office, Adobe Creative Suite, Canva, and Google Suite.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Thorough knowledge of and/or can quickly learn the campus, its vision, mission, programs, policies, achievements and infrastructure.
• Knowledge of and/or can quickly learn University policies and procedures relating to the use of university facilities, event management and presentation.
• Experience with program planning and facilitation in higher education settings.
• Experience producing short-form videos for social media and fundraising appeals.
• Familiarity with California and U.S. political, social, and economic issues.

Salary & Benefits

The budgeted annual salary range that the University reasonably expects to pay for this position is $82,000.00 - $94,000.00.

This is an exempt monthly-paid position.

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

How to Apply

To apply, please submit your resume and cover letter.