Event Coordinator

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 6/30/2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Center for Agroecology at the University of California, Santa Cruz (UCSC) maintains more than thirty acres of land for organic crop production, research, education, and outreach. This land and associated facilities have operated for over 50 years and serve as the primary classroom for a diverse range of hands-on programming that spans academic, research, and community programs. This includes research and education programs for the Environmental Studies department, Agroecology major, research and education programs serving multiple campus divisions, co-curricular student engagement opportunities, the Apprenticeship Program, short courses, and community workshops. The Center for Agroecology also serves as a public demonstration site open daily for use by university students, K-12 students, and the general public.

The incumbent's work will support the Center for Agroecology's mission to advance agroecology and equitable food systems through experiential education, participatory research, agricultural extension, collaborative program-building, community engagement, and public service. UCSC is a Hispanic Serving Institution with R1 research standing, one of only 25 campuses nationwide, a Minority-Serving Institution, and an Asian American and Native American-Pacific Islander Serving Institution, and it is imperative that the incumbent has the skill, experience and capacity to integrate diversity, equity and inclusion into all aspects of the Center's work and programming.

More information can be found at: https://agroecology.ucsc.edu/

JOB SUMMARY

The Center for Agroecology operates a variety of public and private events at locations on the Farm. Our primary event space, the Cowell Hay Barn was originally built in 1860 as part of the Cowell Lime Works. The Hay Barn was completely rebuilt in 2015 and is now home to staff offices, classes, conferences, meetings, and special events that can take place in support of educational, collegial, and social gatherings. Under the general supervision of the Center's Assistant Director, and working as part of the Administrative Operations Team, the Events Coordinator provides planning, coordination, and communications support for both on-campus and off-campus event hosts, as well as coordinating and supporting Center-specific events. The incumbent will serve as the Center's expert on campus event policies, including coordinating with the Real Estate office, Transportation and Parking, and facilities. Additionally, they will manage the Hay Barn social media platforms in conjunction with the Center Communications Specialist.

Excellent organizational skills sufficient to establish priorities and complete assignments with attention to detail, with only general supervision and direction. This 'make-it-happen' role is a key part of the Center's team responsible for revenue generation as well as program priority goals.

The Events Coordinator is expected to work routine nights and weekends in the context of event dates and timetables. They are the point of contact for public event booking inquiries, serving as the face of the Center for Agroecology for rental clients.

APPOINTMENT INFORMATION

Budgeted Salary: $33.12 - $38.17 / Hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Sun, varies depending on the weekly events
• Shift Includes: Days, Evenings, Swing Shift, Weekends

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006291 (EVENTS SPEC 2) - Grade 19

Travel: Never or Rarely

JOB DUTIES

55% - Event Planning, coordination, communication

• Responsible for managing event logistics for Center facilities renters (weddings, conferences, meetings, dinners etc.), including ensuring compliance with campus policies and working with event coordinators. Breakdown of events:
  • 45% Weddings
  • 30% Center Events
  • 25% Other Events
• Responsible for Center-specific events, including event planning, set up and clean up, vendor relations, custodial, and coordinating with Center staff, events include Center celebrations, fundraisers, and partner events both in the Hay Barn and in farm facilities.
• In coordination with Communications Specialist produce Hay Barn/Center marketing materials and advertise the Hay Barn/Center to both on campus and off campus potential renters including social media, print and online platforms, emails, etc.
• Responsible for communicating bills and sending payment reminders to renters and submitting invoices from vendors through CruzBuy or CruzFix, or other methods.

25% - Facilities

• Responsible for facilities prep and clean up.
• Ensure event spaces are in good working order, submit work orders as needed, and complete minor facilities-related tasks.

15% - Administrative Support

• Serve as parking expert for events and special guests.
• Coordinate catering and meals for meetings and events.
• Support Center activities and operations.

5% - Budget Tracking

• Responsible for maintaining and tracking the Hay Barn budget.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• 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.

PREFERRED QUALIFICATIONS

• Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.
• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
  

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Must possess CPR/First Aid/AED certification or have the ability to obtain it within 60-calendar days of hire.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to conduct outdoor site visits, including use of required personal protective equipment, as required to conduct investigations, inspections, or view work in place.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to work a variable schedule including evenings and weekends.
• Ability to occasionally work overtime with little or no advance notice.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• 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 legitimate business need to know. Ensure 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.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

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.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.