What are the responsibilities and job description for the Commencement Ceremonies & Event Registration Specialist position at University of California Irvine Health System?
Overview
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.
The Division of Student Affairs is committed to developing the whole student by ensuring your life outside of the classroom complements your academic endeavors. This means providing enriching opportunities that affirm your experiences. Our efforts are guided by student learning outcomes within the following domains:● Civic & Community Engagement ● Leadership Development ● Diversity & Global Consciousness ● Professional & Administrative Skills ● Personal Responsibility The UCI campus is an exciting and dynamic place where you will engage in experiences that will be inspirational, life changing, and may also challenge your current thinking.
Responsibilities
The Commencement Ceremonies and Special Events Office is responsible for coordinating high visibility university events, commencement ceremonies (for graduate and undergraduate students), and any special events hosted or co-sponsored by the Office of the Vice Chancellor Student Affairs. The Commencement Office consists of professional staff that work together and individually on different aspects of the ceremonies and Student Affairs events. The Commencement Ceremonies and Events Registration Specialist, as part of the Commencement Ceremonies and Special Events Office, manages all aspects of the registration and check -in process for all UC Irvine Commencement Ceremonies and Student Affairs events managed by the Office of the Vice Chancellor for Student Affairs. For Commencement, the Commencement Ceremonies & Event Registration Specialist is the subject matter expert on managing all aspects of the Commencement Registration system and the main contact for all informational inquires. The Commencement Ceremonies & Event Registration Specialist handles all aspects of the registration process from start to finish- assisting graduates with their registration accounts during the initial registration window, making changes as necessary between creating the initial reservation and checking in at the ceremony, updating registration databases as graduates report changes around eligibility, personal account information, graduate and guest accommodations, distribution of tickets, change in ticket types, assisting faculty with registration, managing digital name cards, and tracking all changes as needed for various reports. The Specialist manages the administrative portions of the system- ensuring all graduate data is in the system before registration opens, data is accurate and correct, consistently reviewing data for any red flags, be able to identify any potential issues, managing additional staff access to the system, training admin and volunteers on how to use the system, monitoring capacity and adjusting as necessary, manage waitlists for ceremonies at capacity, implement event best practices around request for accommodations based on disability to ensure graduates and guests are correctly tickets, managing distribution of data to prepare those reading names at the ceremony with name pronunciation information, and compiling all reports as needed for school staff, vendors, faculty, archives, ceremony statistics, and presentations. Specialist will manage all testing of the registration system to rule out or identify issues with data or the system ahead of time. Specialist must ensure all event guidelines, protocols, and laws (FERPA, ADA,) are followed at all times. The Commencement Ceremonies & Events Registration Specialist is the primary point of contact for customer service and serves as the main point of contact for email inquiries, voicemails, and phone calls- addressing and answering questions, concerns and complaints with the utmost professionalism at all times. Specialist will answer all inquiries in a timely manner and ensure that answers are given that are accurate and helpful for each individual inquiry. The Specialist works closely with UCI Police Department, Consultation team, Academic Counselors, Student Affairs Directors, Vendors, and other campus partners for management of any possible event disruptions or protests. This role supports additional aspects of Commencement planning as necessary, including purchasing supplies,, processing financial documents for purchases or event services, organization of supplies in storage, assisting with the move in, set up, and move out for all ceremonies, and other planning as assigned. For non-commencement events, this position will manage the registration and check-in process for students and staff for all Student Affairs events coordinated by the Office of the Vice Chancellor for Student Affairs. These events may be in-person, online zoom webinars, or hybrid events with multiple registration lists and processes managed for each event. This position will also independently manage two small, non-complex events or programs within the Division of Student Affairs: Employee of the Month and Employee of the Year. This position is also part of the UCI FAC (Family Assistance Center) team, which is part of the larger UCI emergency response team, and the Specialist will participate in training and meetings as a member of this team to be prepared if the FAC is activated.
Qualifications
Total Compensation
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.
The expected pay range for this recruitment is $28.07- $33.12 (Hourly). 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, UCI Police Department, VIPS, vendors, technical operators and performing artists.
- Ability to work calmly and professionally under pressure and under tight deadlines in a fast-paced and high-profile environment ensuring excellent customer service support.
- Ability to identify and resolve problems independently, to learn new processes and procedures quickly, and take a proactive approach to process improvement.
- Ability to follow all university policies, procedures, and guidelines including but not limited to all event guidelines, all public safety and health guidelines, safety, civility, information security, and non-discrimination policies and procedures.
- Ability to stay focused on work under time constraints and with conflicting deadlines, frequent interruptions and distractions.
- Demonstrated skill of holding an appropriate demeanor in a professional setting at all times.
- Display ability to prioritize and complete assignments in a manner accurately reflecting the relative importance of job responsibilities without constant supervision.
- Ability to manage difficult situations in a professional manner at all times while following all event guidelines- including event disruptions, protests, upset guests, media.
- Demonstrated ability to learn and be comfortable with new technology tools quickly.
Preferred:
- Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
- Ability to make decisions on immediate problems, within scope of authority, based upon proper knowledge of policies and procedures, including all pertinent UCI event policies.
- 3-5 years in planning and implementing small and large-scale special events. (This includes all logistics associated with event planning and execution).
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, Irvine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination. 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.
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