Events Specialist 1–4 CX

Job Summary

Involves planning and organizing event activities, including managing logistics such as facilities, tickets, audience management, concessionaires, caterers, and vendors; facilitating communication and services with speakers and facility maintenance staff; and providing technical support for these activities.

Job Title	Events Specialist 1 CX	Events Specialist 2 CX	Events Specialist 3 CX	Events Specialist 4 CX
Job Code	5413	5414	5415	5416
Bargaining Unit	CX	CX	CX	CX
FLSA	Non-Exempt	Non-Exempt	Exempt	Exempt
Generic Scope	Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning.	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	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.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Works under the direction of higher-level events specialists and/or managers to learn professional aspects of event planning and production. Assists in planning and organizing internal and external business-related functions, symposiums, conferences, program events, banquets, and VIP briefings. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Assists in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, and VIP briefings. May independently manage small, non-complex events. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Uses skills as a seasoned, experienced professional to provide comprehensive coordination and management oversight of moderately complex and/or medium-size events. Contributes to and participates in long-range unit event planning. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Manages highly complex events, including high-visibility events involving influential or important friends or members of the campus community. May orchestrate large-scale events in support of the campus, including senior campus management, University executives, faculty, international dignitaries, and government officials. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.
Key Resp 01	Under close supervision, assists in planning and organizing internal and external business-related functions, symposiums, conferences, program events, banquets, and VIP briefings.	Plans, organizes and implements small events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP briefings.	Consults with clients regarding all event details and planning. Develops and coordinates guest lists. Determines and coordinates staffing needs.	Conducts comprehensive event planning for complex events, including conception, design, development, coordination, implementation, and post-event evaluation.
Key Resp 02	Assists in developing budgets for events and coordinating logistical details such as parking, transportation, catering, etc.	Manages small events.	Plans and manages medium to moderately complex events including  guests from public and research institutions, the private sector, alumni, and donors.	Directs multiple service contractors and subcontractors.
Key Resp 03	Maintains guest lists and coordinates mailing of invitations.	Scouts potential locations and/or vendors for future events.	Identifies and secures event locations and vendors. Develops and administers event budgets.	Develops and maintains comprehensive event budgets and ensures that event costs do not exceed budgeted allocations.
Key Resp 04	Staffs events.	Oversees operational support staff.	Mentors and supervises less experienced events staff, volunteers, and student teams. May develop incentive and recognition programs to motivate and retain personnel.	May lead a team of events specialist professionals, and mentors and/or manages less experienced events staff.
Key Resp 05		Participates in planning, organizing and staffing larger or more complex events.  May be assigned responsibility for a specific event segment such as parking/transportation, catering, etc.	Ensures smooth, effective events by proactively identifying and resolving issues with tact, sensitivity, discretion, and political awareness.	Develops and ensures health, safety, and security protocols.
Education	Bachelor’s degree in related area and/or equivalent experience/training	Bachelor’s degree in related area and/or equivalent experience/training	Bachelor’s degree in related area and/or equivalent experience/training	Bachelor’s degree in related area and/or equivalent experience/training
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have a legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Knowledge of concepts and principles of effective event planning and production and public relations.	Working knowledge of concepts, principles and practices of event planning and production and public relations.	Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.	Advanced knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and production of complex events. Knowledge and skills to apply event management principles, practices and techniques in support of effective event management, particularly high visibility, high impact, high risk events.
KSA 02	Basic knowledge of the campus, its mission, vision, goals, objectives, achievements and infrastructure.	Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.	Thorough knowledge of the campus, including its vision, mission, goals, objectives, achievements and infrastructure.	Advanced knowledge of the campus, including vision, mission, goals, objectives, achievements and infrastructure.
KSA 03	Organizational skills to effectively coordinate and track multiple details.	Working organizational skills, including the ability to coordinate and manage multiple details effectively. Strong   calendar management and scheduling skills.	Demonstrated organizational and project management skills to collaborate effectively with clients, delivering high-quality events	Advanced long-range planning, project management and organizational skills.
KSA 04	Good written, verbal and interpersonal communications skills, including tact and political acumen, and skill in effectively representing the campus to the public.	Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to the public.	Highly developed interpersonal skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations. Strong ability to provide exceptional donor stewardship.	Highly advanced political acumen and social perceptiveness to effectively address guest needs and ensure satisfaction at fundraising events. Skilled in delivering exceptional donor stewardship.
KSA 05	Ability to complete simple tasks and meet established deadlines; attention to detail.	Good judgment and effective decision-making and problem resolution skills,   with the ability to identify and address potential issues effectively. Skilled in recognizing when to escalate concerns to higher-level staff or management.	Highly developed judgment, decision-making, and problem-solving skills, with the ability to proactively identify, assess, and address issues, exercise sound judgment in managing events, and determine when to escalate concerns to management.	Advanced judgment, decision-making and problem-solving skills. Ability to maintain confidentiality and act with tact and discretion with sensitive information.
KSA 06	With training, ability to use computers and computer software appropriate to work tasks.	Ability to collaborate effectively within diverse groups, including students, staff, faculty, the general public, production personnel, technical operators, and performing artists.	Ability to effectively work with guests, donors, government officials and university VIPs.	Advanced interpersonal communication skills to establish and maintain relationships across all organizational levels and with diverse public audiences.
KSA 07		Ability to work professionally under pressure and under tight deadlines, ensuring excellent customer service support.	Proven ability to manage multiple tasks and meet established deadlines. Skill at responding effectively to priorities and setting deadlines.	Advanced skill in meeting goals and objectives within budget and time constraints.
KSA 08			Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Proficient in establishing and monitoring work standards and protocols to ensure consistent and optimal performance.	Proven ability to apply personnel management principles to effectively plan, organize, motivate, and oversee staff and volunteers. Advanced skills in guiding and mentoring less experienced staff.
KSA 09			Ability to develop program budgets and effectively manage resources to meet both budgetary and time constraints.	Experience developing accurate program budgets; ability to forecast expenses and income.
KSA 10			Ability to give clear directives and use independent, rational judgment to make optimal decisions.	Proven ability to analyze tasks from multiple perspectives, leveraging operational expertise to develop and recommend effective solutions, policies and procedures.
KSA 11			Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large-scale gatherings.	Proven experience in providing guidance and advice in all aspects of program planning, implementation and evaluation.
KSA 12			Consistently maintain a high level of productivity across a wide range of responsibilities.	Proven experience and knowledge in effective contract negotiation and strategies.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.