Career Center

Travel and Events Assistant (4722C), ASUC Student Union - 38634 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

The ASUC Student Union is the campus 'living room,' offering everything from co-curricular opportunities to fun, creative activities. It serves all students and seeks to create an inclusive campus community, thereby enhancing the student experience at UC Berkeley. To this end, we provide quality services and programs that foster experiential learning opportunities and ensure a sustainable organization. We derive income from student fees, retail operations, vending, food service, and a variety of self-operated units such as the Art Studio, Creative Lab, and Events Services. We manage and operate multiple facilities including the Lower Sproul Student Union Complex, Anthony Hall and Anna Head Alumnae Hall, which house the ASUC student government, Graduate Assembly, Multi-Cultural Center, Public Service Center, LEAD Center, SERC, Basic Needs and much more. Finally, we provide financial and accounting services to approximately 25 ASUC Government Officers, Graduate Assembly Executive Officers, and over 1,400 student groups and 40 student publications. The Student Union is a department within the Division of Student Affairs and reports to the Dean of Students.

Application Review Date

The First Review Date for this job is: August 4, 2022.

Responsibilities

Travel Desk Administration

• Provide concierge-style quality customer service to all clients that submit a space reservation or event request.
• Respond to a high volume of client requests and inquiries.
• Requests and inquiries come in the form of email, online web requests, phone, and in-person.
• Enter reservations into our Event Management System (EMS) to ensure that clients' requests are thoroughly and accurately reflected in the comments of reservations.
• Research, book and provide payment for flights, car rentals/shuttles, and lodging and conference fees according to client requests.
• Serve as UC travel policy expert for Student Affairs Independently and proactively identify and resolve potential travel issues and problems by working with campus partners, performing research, and vendor/client follow-up.
• Serve as Campus Major Events & Entertainment policy expert.
• Communicate policies and procedures to clients, sending all required forms and permits.
• Analyze and recommend the best venue for clients after thoroughly gauging the clients' event needs including capacity, setup type, and other details.
• Ensure policies and requirements are met by clients and that reservations reflect appropriate charges and comply with all policies.
• Provide excellent, professional client service and ensure client expectations are exceeded; establish an open, professional, and friendly relationship with clients.
• Able to quickly adapt to situations.
• Entails knowing the correct response for the specific situation or who to contact in a sometimes hectic work environment.
• Independently and proactively identify and resolve potential scheduling issues and problems by working with campus partners, performing research, and vendor/client follow-up.

Events Administration

• Responsible for day-to-day Events team administrative operations including but not limited to:
  • Providing assistance to Event Planners, including preparing charges for reconciliation, gathering receipts, completing expense forms, and collecting signatures and approvals.
  • Monitoring and triaging ticketing system.
  • Assigning tickets to events and travel staff and ensuring all requests are being handled in a timely manner (24 hours or less).
  • Responding to client and vendor inquires.
  • Scouting potential locations and/or vendors for future events.
  • Keeping Event Calendar up-to-date with new requests.
  • Assist Event Planners during events.
  • Providing post-event services, including completing the Budget and Actuals form, meeting with clients and sending out surveys.
  • Independently and proactively identifying and resolving potential event planning issues by performing research and vendor/client follow-up.
  • Creating and continually improving business processes and systems for streamlining day-to-day administrative tasks.
  • Building and maintaining vendor and venue lists.
  • Performing other duties as assigned.

Event Execution (small to medium orders)

• Research venues, vendors and event needs according to client specifications.
• Order, pick up, deliver, and set up small to medium orders in a timely and professional manner.
• When appropriate, work with student staff to train them on how to complete similar activities.
• Attend small to medium sized events, assisting with set-up and breakdown.
• Assist in planning, organizing, and implementing small to medium sized events and functions.

Student Supervision

• Post student jobs, schedule interviews, participate in interviews and selections.
• Submit required in interviews and selections.
• Submit required information and work with Human Resources to hire student.
• Train and mentor students.
• Direct student work and assign duties daily.

Reimbursements

• Process Travel and Events (T&E) reimbursements as well as travel and event non-T&E reimbursements, including following- up with clients and vendors when information is missing or requests are outside of policy.
• Post reimbursements in BearBuy software and monitor end-to-end process through UC Berkeley's internal software.
• Apprise client with regular reimbursement status update.
• Work with Campus Partners such as Campus Shared Services (CSS) and the Controller's Office to resolve internal issues.

Professional Development

• Develops a professional development plan and participates in development activities, such as attending classes, joining organizations, working on special projects, and serving on departmental or campus-wide committees, in order to enhance expertise in job areas.
• Stays abreast of current literature and developments in related professional organizations and fields.

Required Qualifications

• Demonstrated ability to provide excellent concierge-style client service.
• Excellent organizational, problem-solving, and oral/written communication skills.
• Excellent interpersonal communication skills and political acumen, including skill in effectively representing the campus.
• Proven ability to communicate and uphold campus policy and industry standards when identifying alternatives.
• Thorough organizational skills and ability to multi-task with demanding timeframes.
• Solid project management skills, including the ability to independently research; review and assess a range of variables to define key issues; evaluate reasonable alternatives, and make logical recommendations and decisions.
• Demonstrated experience working in a fast paced and high transactional environment.
• Ability to analyze information and synthesize data with strong attention to detail.
• Ability to work with diverse populations, while performing consistently in an environment of competing demands, frequent interruptions, and fluctuating workloads.
• Ability to work both independently and as part of a team.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to lift and transport items weighing between 10-25 lbs.
• Intermediate/Advanced computer application skills in Word, Excel, Email, Internet, etc.
• Good judgment and effective decision-making and problem resolution skills.

Education

• High school diploma and/or equivalent training or experience.

Salary & Benefits

• This is a full-time (40 hours/week), career position, and eligible for full UC benefits.
• This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.
• For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Referral Source info
This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of 'UCB Employee' and then enter the employee's Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email.
Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Equal Employment Opportunity

The University of California 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, or protected veteran status. For more information about your rights as an applicant see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=38634&PostingSeq=1





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