Events, Special Projects & University Residence Manager (onsite)

About the Job

The Events, Special Projects & University Residence Manager provides advanced event planning and administrative support for the Office of the Chancellor. This role manages a portfolio of high-profile events, coordinates critical meeting logistics, oversees student worker and intern staffing, manages the operational needs of the University Residence, and oversees related financial activities. The Events and University Residence Manager ensures the effective allocation and oversight of event budgets, maintains financial records, and tracks vendor payments. This position requires exceptional organizational skills, professionalism, attention to detail, and the ability to work collaboratively across multiple departments and levels of leadership.

KEY RESPONSIBILITIES:

• Event Planning, Budgeting, and Management - Conceive, design, and develop comprehensive event plans for the Office of the Chancellor, managing events of all magnitudes: from small, intimate meetings and private gatherings to large-scale public events. Coordinate all event logistics, including site selection, scheduling, vendor management, and contract negotiation. Develop, manage, and reconcile detailed event budgets, ensuring all financial resources are allocated appropriately and expenditures stay within approved limits. Track event-related expenses, monitor outstanding invoices, and work with the finance team to ensure timely payments to vendors. Conduct post-event evaluations to assess success, budget adherence, and areas for improvement. Develop and implement internal guidelines for evaluating and responding to internal and external event attendance requests for the Chancellor. Provide recommendations for event participation and review event-related materials. Serve as a subject matter expert on matters of university protocol, advising on event formats, etiquette, image projection, and compliance with UC systemwide policies. Establish and maintain consistent standards regarding event elements such as menus, gifts, correspondence, and cultural or religious considerations. Arrange facilities, catering, audio-visual needs, and other logistical support for meetings and events. Disseminate meeting materials and document proceedings through detailed minutes or post-meeting reports. Prepare event collateral materials, including nametags, place cards, signage, and information packets.
• Administrative Support for the Assistant Chancellor and Chief of Staff and Special Projects for the Chancellor Office - Provide administrative support, including project coordination, document preparation, calendar and travel management for the Assistant Chancellor and Chief of Staff. Maintains confidentiality of sensitive documents, materials, and records on behalf of the Chancellor, Assistant Chancellor and Chief of Staff, and Chancellor's Office. Support strategic initiatives and manage special projects and assignments serving as a liaison to campus divisions and departments to ensure timely completion of projects on behalf of the Chancellor's Office as needed. Provide support for UC Merced Arts initiatives as needed.
• University Residence - Facility and Maintenance Oversight Collaborate with the Chancellor, Associate of the Chancellor, Chancellor's Office staff and Facilities managers to assess facility needs and prioritize upgrades or repairs at University Residence. Schedule and coordinate regular maintenance, emergency services, and special projects to maintain facility standards. Develop and maintain comprehensive records related to University Residence operations, Including vendor contacts, cyclical maintenance logs, and facilities maintenance schedules. Ensure files are systematically organized, updated, and accessible for staff use.
• Student Worker/Intern Management - Lead the recruitment, hiring, onboarding, training, and mentoring of student workers and/or interns to support the operational and event needs of the Chancellor's Office. Develop student projects aligned with office initiatives, supervise deliverables, and foster student growth through mentoring and professional development. Oversee event staffing, graphic and web design projects, and administrative assignments handled by the student workers/interns.

Qualifications

• Bachelor's degree and five (5) years of directly related progressively responsible experience in event planning and coordination, or nine years of equivalent education and experience. An advanced degree is preferred but may not substitute for the required years of experience.
• Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
• 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.
• Demonstrates good judgment in making decisions and managing events. Skilled in effective 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 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 and skill to set and monitor work standards and protocols.

Hiring Range

The salary range the University reasonably expects to pay for this position is $83,000 - $103,000.

How to Apply

An online application is required for each position to apply. To apply, visit https://careerspub.universityofcalifornia.edu/...

For applicants with disabilities who need additional assistance... contact ucmjobs@ucmerced.edu.